U.S. Department of Commerce...Department of Commerce | Travel Policy Handbook – October 2016 Page...
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Travel Policy Handbook U.S. Department of Commerce October 2016 Office of Financial Management Office of Administrative Programs Travel Management Division, 202-482-1818
Transcript of U.S. Department of Commerce...Department of Commerce | Travel Policy Handbook – October 2016 Page...
Travel Policy Handbook
U.S. Department of Commerce
October 2016
Office of Financial Management
Office of Administrative Programs
Travel Management Division, 202-482-1818
Department of Commerce | Travel Policy Handbook – October 2016 Page 2
Version History Version Number
Date
Description of Changes
1.0 June 2008 Cancelling 1.0 and all other Travel Bulletins
2.0 October 2016 Reissuing Handbook as Version 2.0
Disclaimer: This Travel Policy Handbook (Handbook) is intended to supplement, not
replace the Federal Travel Regulation (FTR), and the sections do not align with the FTR.
This Handbook is designed to help effectively manage the Travel Program across the
Department of Commerce (DOC). It provides detailed information on the Department’s policies
as they pertain to the compliance, oversight, execution, and maintenance of official Government
Travel. To that end, beginning in Fiscal Year 2017, the Department requires all travelers, travel
preparers, and travel approvers to complete annual travel training. This training can be
completed through the Department’s Learning Management System (Basic Travel Training) or
through classes offered by the Department’s Travel Management Division, the General Services
Administration (http://www.gsa.gov/portal/content/104478), the Graduate School
(http://www.graduateschool.edu/courses/FINC7104D001), or another commercial vendor that
focuses on Federal travel regulations and policies. Each Bureau will be responsible for ensuring
that travel training is completed by a certification from the Deputy Under Secretary (or
equivalent) to the Senior Travel Official ([email protected]) no later than
October 31 for the previous fiscal year.
Questions about the Department’s travel policy can be sent to OFM-
DOCTravelPolicyHelpdesk.gov.
In addition, you can find answers to frequently asked questions (FAQ) on the OFM Webpage.
This Handbook will be reviewed for updates on an annual basis and in conjunction with the
Federal Travel Regulation (FTR) or other legislation policy changes. Any changes made to the
Handbook are effective on the date the change was published or notification issued.
This PDF meets Section 508 compliance.
Department of Commerce | Travel Policy Handbook – October 2016 Page 3
SECTION 1 – BACKGROUND .................................................................................................13
1.1 Purpose ....................................................................................................................................13
1.2 Scope .......................................................................................................................................13
1.3 Failure to Abide by these Regulations ....................................................................................13
1.4 Interpretation of Regulations and Laws ..................................................................................13
1.5 Rescission ...............................................................................................................................14
1.6 Authorities and References (Appendix A) ..............................................................................14
1.7 Acronyms and Definitions (Appendix B) ...............................................................................14
1.8 Link to Travel Policy Handbook and Associated Documents and Forms ..............................14
SECTION 2 – ROLES AND RESPONSIBILITIES .................................................................15
2.1 Chief Financial Officer/Assistant Secretary for Administration (CFO/ASA) ........................15
2.2 Office of the Secretary (OS) Chief of Staff (COS) or Deputy Chief of Staff (DCOS) ..........15
2.3 Secretarial Officers and Heads of Bureaus/Operating Units ..................................................15
2.4 Office of Financial Management (OFM) ................................................................................15
2.5 Office of Administrative Programs (OAP) .............................................................................15
2.5.1 Travel Management Division (TMD) ..................................................................................16
2.6 Office of Acquisition Management (OAM) ...........................................................................16
2.7 Servicing Human Resources Office (SHRO) .........................................................................16
2.8 Office of Inspector General (OIG) ..........................................................................................17
2.9 Finance Office .........................................................................................................................17
2.10 Authorizing Official (AU/O) (Appendix C) .........................................................................17
2.11 Approving Officials (AO) (Appendix D) .............................................................................17
2.12 Funds Certifying Officials (FCO) (Appendix D) .................................................................17
2.13 Travelers ...............................................................................................................................18
SECTION 3 – DEPARTMENTAL GENERAL POLICY .......................................................19
3.1 Applicability (FTR Part 301-1) ...............................................................................................19
3.2 General Rules ..........................................................................................................................19
3.2.1 Fundamental Travel Principles ................................................................................................. 19
3.2.2 Traveling Hours Timeframe ..................................................................................................... 19
3.3 Mandatory Requirements ........................................................................................................19
3.3.1 Mandatory Use of Travel Management Center (TMC) (FTR §301-50.3) ................................ 19
3.3.1.1 Issuing Tickets ....................................................................................................................... 19
3.3.1.2 Transaction Fees .................................................................................................................... 19
3.3.1.3 Travel Itinerary ...................................................................................................................... 20
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3.3.1.4 Changes to Itinerary (FTR §301-10.113) ............................................................................... 20
3.3.1.5 Cancellations (FTR §301-10.113).......................................................................................... 20
3.3.1.6 Unused Transporation (FTR §301-10.114) ............................................................................ 20
3.3.1.7 Emergency Reservations ........................................................................................................ 20
3.3.1.8 Reporting Problems ............................................................................................................... 20
3.3.2 U.S. Flag Air Carrier (FTR §301-10.133) (Appendix E) .......................................................... 20
3.3.3 Common Carrier ...................................................................................................................... 20
3.3.3.1 Other Than Coach-Class Travel (FTR §301-10.121) ............................................................ 22
3.3.3.1.1 Minimum Standards for Approval (FTR §301-10.124) ...................................................... 23
3.3.3.2 Traveling between Multiple Airports ..................................................................................... 24
3.3.3.3 Paying for Common Carrier Transportation (FTR Part 301-51, Subpart B) ......................... 24
3.4 Per Diem Expenses .................................................................................................................24
3.4.1 General Rules ............................................................................................................................ 24
3.4.2 Booking Hotels/Car Reservations ............................................................................................. 25
3.5 FedRooms (FTR §301-11.11) .................................................................................................25
3.5.1 Required Use of FedRooms ...................................................................................................... 25
3.6 Travel Authorizations (FTR Part 301-71, Subpart B) ............................................................25
3.6.1 Types of Authorizations (FTR Part 300-3) Glossary of Terms ................................................ 25
3.6.2 Travel Arrangements that Require Additional Written Approval (FTR §301-2.5) .................. 26
3.6.3 Emergency Travel Authorizations ............................................................................................ 26
3.6.4 Approving Travel ...................................................................................................................... 26
3.6.5 Amending Travel Authorizations ............................................................................................. 27
3.7 Government Travel Card ........................................................................................................27
3.7.1 Travel Advances ....................................................................................................................... 27
3.8 Transportation Expenses .........................................................................................................28
3.8.1 Rental Cars (FTR §301-10.450) ............................................................................................... 28
3.8.1.1 Type of Car Authorized ......................................................................................................... 28
3.8.1.2 Upgrades ................................................................................................................................ 28
3.8.1.3 Rental Car Agreement............................................................................................................ 28
3.8.1.4 Authority to Use ..................................................................................................................... 29
3.8.1.5 Refueling (FTR §301-10.450) ............................................................................................... 29
3.8.1.6 Global Positioning System (GPS) .......................................................................................... 29
3.8.1.7 Insurance in a Foreign Area (FTR §301-10.451) ................................................................... 29
3.9 Lodging Expenses (FTR §301-11.12).....................................................................................29
3.9.1 Actual Expenses (FTR §301-11.300 and FTR §301-70.201) .................................................... 29
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3.9.1.1 Authorization Limited Open ................................................................................................... 30
3.9.1.2 Delegation Authority for Actual Lodging Expenses ............................................................... 30
3.9.1.3 Maximum Lodging Allowance (FTR §301-11.303) ............................................................... 30
3.9.1.4 Adjacent Lodging.................................................................................................................... 30
3.9.1.5 Post Approval ......................................................................................................................... 30
3.10 Transportation .......................................................................................................................31
3.10.1 Other Modes of Travel ............................................................................................................ 31
3.10.1.1 Train (FTR §301-10.162)..................................................................................................... 31
3.10.1.2 Automobiles ......................................................................................................................... 31
3.10.1.2.1 Use of Government-furnished Automobiles for Official Travel (FTR §301-10.201) ....... 31
3.10.1.2.2 Use of Privately Owned Vehicle (POV) (FTR Part 301-10 Subpart D) ............................ 32
3.11 Miscellaneous Expenses (FTR Part 301-12)..........................................................................32
3.11.1 Baggage ................................................................................................................................... 32
3.11.1.1 Baggage Fees (FTR §301-12.2) ........................................................................................... 32
3.11.2 Telephone Calls ....................................................................................................................... 32
3.11.3 Registration Fees ..................................................................................................................... 32
3.11.4 Unauthorized Miscellaneous Expenses ................................................................................... 33
3.11.5 Internet Fees ............................................................................................................................ 33
3.11.6 Laundry Services CONUS (FTR §301-11.31) ........................................................................ 33
3.11.7 Laundry Services for OCONUS (FTR §301-11.31) ............................................................... 33
3.11.8 Medical Evacation Insurance .................................................................................................. 33
3.11.9 Travel and Transportation Expenses Connected with the Death of Employees and Immediate
Family Members under Certain Circumstances (FTR Part 303-70) ................................................... 34
3.11.10 Payment of Travel Expenses from a Non-Federal Source (FTR Chapter 304) ..................... 34
3.12 Travel Claims for Reimbursement (FTR §301-71.200) .......................................................34
3.12.1 Proper Voucher ....................................................................................................................... 34
3.12.2 Timely Submission of Travel Expenses (FTR §301-52.7) ..................................................... 34
3.12.3 Dispute of Claim Limitation (FTR §301-52.8 and FTR §301-52.9) ....................................... 34
3.12.4 Adjudication of Disputed Claims (FTR §301-52.11) ............................................................. 34
3.13 Temporary Duty (TDY) ........................................................................................................35
3.13.1 Per Diem 12 hours or More (FTR §301-11.1) ........................................................................ 35
3.13.2 Per Diem for Extreme Emergency .......................................................................................... 35
3.13.3 M&IE for Travel Conditions with a Limited Time Frame ..................................................... 35
3.13.4 Reduced Per Diem .................................................................................................................. 35
3.13.5 Additional Travel while already on TDY Travel .................................................................... 36
3.13.6 Authorized Returns (FTR §301-11.23) ................................................................................... 36
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3.13.7 Group Travel ........................................................................................................................... 36
3.13.7.1 Group Travel Approvals ...................................................................................................... 36
3.13.7.2 Documentation ..................................................................................................................... 36
3.13.8 Travel in Conjunction with Leave ........................................................................................... 37
3.13.8.1 Annual Leave (FTR §301-11.21) ......................................................................................... 37
3.13.8.2 Combining Personal Travel ................................................................................................. 37
3.13.8.3 Traveling To or From an Alternate Location ....................................................................... 37
3.14 Compensatory Time Off for Travel (CTT) ...........................................................................38
3.15 International Travel Requirements .......................................................................................38
3.15.1 Chief of Mission (COM) ......................................................................................................... 38
3.15.2 Authorizations ......................................................................................................................... 38
3.15.3 Briefing/Debriefing Training .................................................................................................. 38
3.15.4 Passports ................................................................................................................................. 39
3.15.5 Visas........................................................................................................................................ 39
3.15.6 Country Clearances ................................................................................................................. 39
3.16 Local Travel ..........................................................................................................................39
3.16.1 Entitlement .............................................................................................................................. 39
3.16.2 Distinguishing Local Travel from Temporary Duty (TDY) Travel ........................................ 39
3.16.3 Per Diem within 50 Miles (FTR §301-11.1 and FTR §301-11.2) .......................................... 40
3.16.4 50-Mile Radius ....................................................................................................................... 40
3.16.5 Reimbursable Local Expenses ................................................................................................ 40
3.16.6 Approval for Use of POV (FTR §301-10.300) ....................................................................... 40
3.16.7 Mileage from Residence/Destination (FTR §301-10.306)...................................................... 41
3.16.8 Transporting Others (FTR §301-10.305) ................................................................................ 41
3.16.9 Mileage Incurred during Overtime ......................................................................................... 41
3.16.10 Limited Reimbursement........................................................................................................ 41
3.16.11 Non-work day Local Travel .................................................................................................. 41
3.16.12 Approving Local Travel Expenses ........................................................................................ 41
3.17 Special Circumstance Travel ................................................................................................41
3.17.1 Invitational Travel (FTR §301.1.2) ......................................................................................... 41
3.17.2 Award Recipient Travel .......................................................................................................... 42
3.17.3 Acceptance of Gift or Bequest for Travel Expenses (FTR §304-5.1) ..................................... 42
3.17.4 Payment of Travel Expenses from a Non-Federal Source (FTR Part 304-6) ......................... 43
3.17.5 Pre-Employment Interview Travel (FTR Part 301-75) ........................................................... 43
3.18 Miscellaneous .......................................................................................................................44
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3.18.1 Rest Stop (FTR §301-11.20) ................................................................................................... 44
3.18.2 Frequent Traveler Programs ................................................................................................... 44
3.18.2.1 Frequent Flyer Miles (FTR §301-53.3)................................................................................ 44
3.18.2.2 Frequent Flyer Awards ........................................................................................................ 44
3.18.2.3 Upgrades (FTR §301-53.3) .................................................................................................. 45
3.18.2.4 Ancillary Fees ...................................................................................................................... 45
3.18.3 Charter Transportation ............................................................................................................ 45
3.18.4 Use of Personal Funds (FTR §301-72.201) ............................................................................ 45
3.18.5 Voluntarily Vacating Airline Seats ......................................................................................... 45
3.19 Reporting (Appendix H) .......................................................................................................45
SECTION 4 – RELOCATION ALLOWANCES .....................................................................47
4.1 Applicability ...........................................................................................................................47
4.2 General Rules ..........................................................................................................................47
4.3 Qualifications ..........................................................................................................................47
4.4 Eligibility (FTR §302-1.1) ......................................................................................................47
4.5 Delegation ...............................................................................................................................48
4.6 Approvals ................................................................................................................................49
4.7 Relocation Travel Authorizations ...........................................................................................49
4.8 Relocation TA Amendments...................................................................................................50
4.9 Service Agreement (FTR §302-2.13) .....................................................................................50
4.10 Authorized Expenses ............................................................................................................50
4.11 Time Limts (FTR §302-2.110) .............................................................................................53
4.12 Travel Advances ...................................................................................................................53
4.13 Temporary Change Station (TCS) (FTR §302-3.400) ..........................................................53
4.13.1 TCS HHG ............................................................................................................................... 53
4.13.2 TCS Exceeding 30 Months ..................................................................................................... 53
4.13.3 TCS for Long-Term Assignment ............................................................................................ 54
4.14 Allowances for Subsistence and Transportation ...................................................................54
4.14.1 Per Diem (FTR §302-4.200 Subpart C-Per Diem) ................................................................. 54
4.14.2 Transferred Employees (FTR §302-4.204) ............................................................................. 54
4.15 Transportation .......................................................................................................................54
4.15.1 POV Driving Distance (FTR §302-4.400) .............................................................................. 54
4.15.2 Exceptions to Driving Distance (FTR §302-4.401) ................................................................ 54
4.15.3 Use of More Than One Privately Owned Vehicle (POV) ....................................................... 55
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4.15.3.1 One or More POV Used ....................................................................................................... 55
4.16 Allowance for House Hunting Trip (HHT) Expenses (FTR Part 302-5 Subpart A) ............55
4.16.1 HHT ........................................................................................................................................ 55
4.16.1.1 Rent Back Option ................................................................................................................. 55
4.16.2 Use of Common Carrier or POV (FTR §302-5.14) ................................................................ 55
4.17 Allowance for Temporary Quarters Subsistence Expenses (TQSE) (FTR Part 302-6) .......55
4.17.1 General Rules (FTR §302-6.303) ........................................................................................... 55
4.17.2 Approvals ................................................................................................................................ 56
4.17.3 Length of Time ....................................................................................................................... 56
4.17.4 Lease Agreement .................................................................................................................... 56
4.17.5 Other Lodging Arrangements ................................................................................................ 56
4.18 Actual TQSE Method of Reimbursement .............................................................................56
4.18.1 TQSE Claims (FTR §302-6.100) ............................................................................................ 56
4.18.2 Authorized (FTR §302-6.104) ................................................................................................ 56
4.18.3 Extensions (FTR §302-6.105) ................................................................................................. 57
4.18.4 Lump Sum Reimbursement for TQSE (FTR §302-6.201)...................................................... 57
4.19 Fixed Amount Reimbursement .............................................................................................58
4.19.1 Fixed Amounts ........................................................................................................................ 58
4.19.2 Number of Days ...................................................................................................................... 58
4.19.3 Method Used ........................................................................................................................... 58
4.19.4 Old/New Duty Station............................................................................................................. 58
4.20 Transportation and Temporary Storage of Household Goods, Professional Books, Papers,
and Equipment (PBP&E) and Baggage Allowance (FTR Part 302-7) ..........................................58
4.20.1 Expense Method ..................................................................................................................... 58
4.20.2 Approvals ................................................................................................................................ 58
4.20.3 Excessive Cost ........................................................................................................................ 60
4.20.4 Assembly ................................................................................................................................ 60
4.21 Claims for Lost or Damaged Household Goods (FTR §302-7.12) .......................................60
4.21.1 Lost/Damaged HHG ............................................................................................................... 60
4.21.2 Claims ..................................................................................................................................... 60
4.21.3 Settlement ............................................................................................................................... 60
4.21.4 Shipment via CBL .................................................................................................................. 61
4.21.5 Authority ................................................................................................................................. 61
4.22 Household Goods and Personal Effects Transported Within CONUS .................................61
4.22.1 HHG and Personal Effects ...................................................................................................... 61
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4.22.2 Employee Responsibilities ...................................................................................................... 61
4.23 Shipment of Household Goods To and From OCONUS ......................................................62
4.23.1 Common Carrier Rates ........................................................................................................... 62
4.23.2 Allowable Expenses ................................................................................................................ 62
4.23.3 Valuation ................................................................................................................................. 62
4.23.4 Allowable Transportation ....................................................................................................... 62
4.23.5 Shipments ................................................................................................................................ 62
4.24 Allowances for Extended Storage of Household Goods (HHG) (FTR Part 302-8) .............63
4.24.1 Temporary Storage (FTR §302-8.1) ....................................................................................... 63
4.24.2 Storage Beyond 30 days.......................................................................................................... 63
4.24.3 Storage 90 days ....................................................................................................................... 63
4.25 Allowances for Transportation and Emergency or Temporary Storage of a Privately Owned
Vehicle (POV) (FTR Part 302-9) ...................................................................................................63
4.25.1 General Rules .......................................................................................................................... 63
4.25.1.1 POV Shipment ..................................................................................................................... 63
4.25.2 Outside CONUS ..................................................................................................................... 63
4.25.2.1 Transfer Post ........................................................................................................................ 63
4.25.3 Transportation of a POV Within the Continental United States (CONUS) (FTR Part 302-9
Subpart D) ........................................................................................................................................... 64
4.25.3.1 Shipping Multiple POVs ...................................................................................................... 64
4.25.3.2 Additional Cost for Shipping a POV ................................................................................... 64
4.25.3.3 POV Insurance ..................................................................................................................... 64
4.26 Allowances for Transportation of Mobile Homes and Boats Used as a Primary Residence .64
4.26.1 Eligibility ................................................................................................................................ 64
4.26.2 Transporting Mobile Home..................................................................................................... 64
4.26.2.1 Allowance for TQ ................................................................................................................ 64
4.27 Allowances for Expenses Incurred in Connection with Residence Transactions .................65
4.27.1 Preferred Method .................................................................................................................... 65
4.27.2 Time Limitations ...................................................................................................................... 65
4.27.2.1 Settlement Dates .................................................................................................................. 65
4.28 Use of a Relocation Services Company (FTR Part 302-12) .................................................65
4.28.1 Home Value ............................................................................................................................ 65
4.28.1.1 Maximum Home Value........................................................................................................ 65
4.28.1.2 Waiver .................................................................................................................................. 65
4.28.2 Buyer Value Option (BVO) Process ....................................................................................... 65
4.28.2.1 BVO ..................................................................................................................................... 65
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4.28.2.2 Appraisal .............................................................................................................................. 66
4.28.2.3 Accept or Reject Offer ......................................................................................................... 66
4.28.3 The Amended Value Sale (AVO) ........................................................................................... 66
4.28.3.1 AVO ..................................................................................................................................... 66
4.29 Other Services .......................................................................................................................67
4.29.1 Types of Services .................................................................................................................... 67
4.29.2 Home Marketing Incentive Payments (FTR Part 302-14) ...................................................... 67
4.29.2.1 Marketing Incentive ............................................................................................................. 67
4.29.2.2 Maximum Incentive ............................................................................................................. 67
4.29.2.3 Home Sale Enrollment ......................................................................................................... 67
4.29.2.4 TQ for more than 60 days .................................................................................................... 67
4.29.2.5 Use of a Realtor ................................................................................................................... 68
4.29.2.6 Use of the Home Sale Program ............................................................................................ 68
4.29.2.7 Use of a Relocation Services ............................................................................................... 68
4.29.2.8 Claims .................................................................................................................................. 68
4.29.2.9 Withholding Taxes ............................................................................................................... 68
4.29.2.10 Method Used for Withholdings ......................................................................................... 68
4.30 Allowance for Property Management Services .....................................................................69
4.30.1 Property Management ............................................................................................................. 69
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Appendix A - Authorities and References .................................................................................71
Appendix B – Acronyms and Definitions ..................................................................................75
Appendix C – Checklist for Authorizing Official .....................................................................89
Appendix D – Tasks and Responsibilites ...................................................................................93
Appendix E – Foreign Flag Authorization Form ......................................................................95
Appendix F – Cost Comparison Worksheet for Personal Travel ...........................................97
Appendix G – Cost Comparison Worksheet for POV vs. Common Carrier .........................99
Appendix H – Reporting Requirements ..................................................................................101
Appendix I - Web Links to Travel-related Forms ..................................................................103
Appendix J - Travel Purpose Identifier and Codes ................................................................105
Appendix K - Travel Website Links.........................................................................................109
Appendix L – Allowable, Limited, and Prohibited Travel Expenses ....................................111
Appendix M – Official Travel Reimbursable Expenses .........................................................115
Appendix N – Common Carrier Exception Codes..................................................................117
Appendix O – Travel Program Responsibilities By Topics ...................................................119
Appendix P – Responsibilities by Topics .................................................................................121
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SECTION 1 – BACKGROUND
The Department of Commerce (DOC) Travel Policy Handbook is the single authoritative
reference for the management of the Department's travel program. It outlines the policies and
procedures governing official travel for all Departmental employees. Employees, managers, and
supervisors must consult with their servicing labor relations specialist for the appropriate
guidance.
The Travel Policy Handbook contains Departmental policy and procedures for the management
of all aspects of official travel by Department personnel and invitational travelers. The Travel
Policy Handbook implements and supplements those portions of the Federal Travel Regulation
(FTR) that pertain to temporary and permanent change of station travel. The content is based on
existing laws, Executive Orders, and mandatory regulations for executive agencies.
1.1 Purpose
The purpose of this Handbook is to implement and provide the Department Bureau/Operating
Units with policies and procedures for the management of official Government travel as required
by the FTR and 41 Code of Federal Regulations (CFR) Chapter 301-51.
1.2 Scope
The Travel Policy Handbook is presented in terms of its authority, applicability, implementation,
and supplementation of the current FTR, and describes the relationship between the Travel
Policy Handbook and the FTR guidance issued by GSA.
The content applies to all Department employees and invitational travelers executing official
travel on behalf of the Department. This Handbook does not apply to the U.S. Patent and
Trademark Office or contractors employed by the Department.
According to Department Administrative Order (DAO) 200-0: Department of Commerce
Handbooks and Manuals, this Handbook has the status and effect of a DAO.
1.3 Personnel Policies
Personnel policies, including when employees are in travel status, are outside the scope of the
DOC Travel Policy Handbook. DOC managers and employees should seek the guidance of their
servicing personnel office for policies pertaining to pay, compensatory time off for travel, other
compensatory time, and other personnel actions involving employees in travel status.
1.4 Interpretation of Regulations and Laws
The Department will rely on a variety of sources for guidance in situations or cases that require
decisions not clearly stated in the Handbook. These sources include the Government-wide
regulations of the General Services Administration (GSA), the Federal Travel Regulations
(FTR), applicable decisions of the Civilian Board of Contract Appeals (CBCA) and the
Government Accountability Office (GAO), the Office of General Counsel and the Senior Travel
Official Council (STOC). The Heads of Bureau/Operating Units, authorizing or approving
officials do not have the authority to supersede or implement any additional allowances or
reimbursements that are not allowable in this Handbook or the FTR. Refer to Section 1.
Department of Commerce | Travel Policy Handbook – October 2016 Page 14
1.5 Rescission
This Handbook rescinds all previously issued versions of the Department Travel Policy
Handbook and all bulletins.
1.6 Authorities and References
The complete list of authorities and references is located at Appendix A.
1.7 Acronyms and Definitions
The complete list of acronyms and definitions is located at Appendix B.
1.8 Link to Travel Policy Handbook and Associated Documents and Forms
The Handbook and associated documents and forms can be found at Travel Management
Handbooks.
Department of Commerce | Travel Policy Handbook – October 2016 Page 15
SECTION 2 – ROLES AND RESPONSIBILITIES
This section provides guidance on the roles and responsibilities of key personnel involved with
the administration of official travel within the Department. These responsibilities include
delegation of authority to authorize travel and approve travel vouchers.
2.1 Chief Financial Officer/Assistant Secretary for Administration (CFO/ASA)
Department Organizational Order (DOO) 10-5 authorizes the Chief Financial Officer and
Assistant Secretary for Administration (CFO/ASA) to serve as "agency head" under the
authorities in 5 U.S.C., Chapter 57 regarding official travel, transportation, and subsistence of the
Department employees and other individuals traveling on official business for the Department.
2.2 Office of the Secretary (OS) Chief of Staff (COS) or Deputy Chief of Staff (DCOS)
The Chief of Staff is responsible for approving travel authorizations and vouchers for the
CFO/ASA, Secretarial Officers, Heads of Departmental Offices, and Heads of Operating Units
reporting directly to the Secretary. When the COS is not available, the DCOS is also responsible
for approving travel authorizations and vouchers for above-mentioned individuals who report
directly to the Secretary.
2.3 Secretarial Officers and Heads of Bureaus/Operating Units
This authority is delegated to Secretarial Officers and heads of Bureaus/Operating Units (as
defined in DOO 1-1), to authorize travel for personnel under their supervision. Under
Secretaries, Assistant Secretaries, Directors, Chief Financial Officers, Chief Administrative
Officers, and other designated key senior management officials are responsible for ensuring
compliance with the policies and procedures contained in this Handbook and subsequent internal
guidance.
Bureau Heads must establish internal procedures to promote good stewardship of travel spending
and to monitor fraud, waste, misuse, and delinquency of the travel card. Bureaus must ensure
their employees receive information on how the travel program operates and how the policies
affect their travel decisions. Bureaus/Operating Units will conduct their travel programs in
accordance with the Department Travel Policy Handbook, FTR, Foreign Affairs Manual (FAM),
Joint Travel Regulations (JTR), and the GSA SmartPay contract by understanding the
rules/regulations and applying the policies effectively. If supplemental, more restrictive
guidance is issued by the Bureaus, they must ensure that internal guidance does not conflict with
the mandatory policies and procedures contained in this Handbook.
2.4 Office of Financial Management (OFM)
The Office of the Secretary (OS), Office of Financial Management (OFM) has oversight
responsibilities for providing travel policy, guidance, and management of the Travel Charge
Card Program for the Department.
2.5 Office of Administrative Programs (OAP)
OAP provides Department-wide policies and guidance on travel. As required by Executive
Order 13589, Section 3(b) and FTR Bulletin 14-08, the Department has appointed the Director of
OAP to serve as the Senior Travel Official (STO) for the Department. Refer to Section 1 –
Background.
Department of Commerce | Travel Policy Handbook – October 2016 Page 16
The STO responsibilities regarding travel policies include:
Interpreting and disseminating GSA policies on official Government travel;
Conducting oversight and ensuring compliance with guidelines and procedures set forth
in this Handbook within the Bureau/Operating Units;
Acting as a liaison with GSA and attending advisory board meetings;
Reviewing and recommending approval for other than coach-class accommodations
requests for the Office of the Secretary (OS);
Ensuring Departmental reporting is filed timely;
Implementing and administering the E-Gov Travel Service 2 (ETS2);
Developing and delivering travel training classes;
Conducting internal control reviews;
Promoting standardization and automation of travel processes throughout the
Department;
Designating a Departmental Agency Program Coordinator (DAPC);
Designating a Lead Federal Agency Travel Administrator (FATA); and
Ensuring timely updates to this Handbook.
2.5.1 Travel Management Division (TMD)
TMD is a component of OAP and has the oversight of the Department’s travel management
responsibilities. The Director of TMD is responsible for collaborating with Bureau travel SMEs
including:
Updating the travel policy handbook;
Updating TMD travel website;
Promoting compliance and clarifying travel policies;
Administering the visa/passport program;
Managing the Department’s travel card program;
Supporting OS operational travel support; and
Compiling and reporting travel data to GSA.
Questions or clarifications regarding this Handbook should be addressed to the Director of TMD
through the OFM-DOCTravelPolicyHelpdesk.
2.6 Office of Acquisition Management (OAM)
OAM has oversight of the Department’s Charge Card Program for all lines of business (LOB).
The Charge Card Program Coordinator serves as a liaison between GSA and the charge card
vendor. This Office is also responsible for the annual update to the Department’s Charge Card
Management Plan and for consolidating the required OMB reporting.
2.7 Servicing Human Resources Office (SHRO)
The Servicing Human Resources Office (SHRO) or Workforce Management Office (WFMO)
will consult with the supervisor/ manager and the Office of General Counsel (OGC) to assist the
manager/supervisor to determine the appropriate disciplinary or adverse actions involving fraud,
misuse, or delinquency made by employees on the travel charge card and official travel vouchers
(Reference to DAO 202-751, Discipline).
Department of Commerce | Travel Policy Handbook – October 2016 Page 17
2.8 Office of Inspector General (OIG)
The OIG is responsible for conducting audits, evaluations, and investigations of the
Department’s programs and operations. Key program participants should report any suspicious
or fraudulent activity (abuse, illegal acts, or misconduct) to the OIG in a timely manner. The
OIG retains all audit and investigation authorities.
2.9 Finance Office
The servicing finance office will process travel vouchers, travel advances, perform centrally
billed accounts (CBA) reconciliation processes, and assist with determining the late fees that
may be payable to a traveler.
2.10 Authorizing Official (AU/O) (Appendix C)
The AU/O reviews travel, trip arrangements, travel expenses, and travel funds obligations.
These individuals must be knowledgeable of the Department’s travel policies. The AU/O will
limit the authorization and payment of official travel expenses to only those expenses that are
necessary and most cost effective. An AU/O shall not authorize his or her own travel. The
following elements must be considered when approving travel:
a. Is travel necessary and required to meet the agency’s mission?
b. Can mission be accomplished by an alternative method such as teleconferencing or
videoconferencing?
c. Is the most cost effective routing and mode of transportation being used to accomplish
travel?
d. Could the location or accommodations be seen as serving a personal purpose, extravagant
or otherwise embarrassing to the agency in comparison to available alternatives?
e. Do the travel plans include plans to take leave in conjunction with travel? Are vouchers
properly prepared?
f. Are amounts claimed accurate (e.g., supported by receipts)?
g. Are expenses claimed authorized and allowable expenses per this Handbook or FTR?
h. Are supporting documentation and receipts included with the travel claim?
2.11 Approving Officials (AO)
The AO is typically the supervisor who is responsible for following and enforcing the current
travel policy. AO/supervisor responsibilities are detailed in (Appendix D). The approving
official cannot approve his or her own travel. All AOs and their acting designees must be
designated in writing. Under no circumstances can an AO or their designee be junior in position
to the traveler unless a justification has been provided to and approved by the STO. Each
Bureau/Operating Unit must submit a list of its AOs to the STO annually on October 1.
2.12 Funds Certifying Officials (FCO) (Appendix D)
The certifying financial official's signature will serve as validation that funds are available in the
account at the time the certification is made. Certifying officials are required to verify that
commitments and obligations are valid and have the required documents to support the funded
travel. The appropriate finance office reviews obligations and requests de-obligation of funds,
depending on the transaction or policy. All FCOs and their acting designees must be designated
in writing. Each Bureau/Operating Unit must submit a list of its FCOs to the STO annually on
October 1.
Department of Commerce | Travel Policy Handbook – October 2016 Page 18
Finance Office Certifying Officials are bound by 31 U.S.C. 3528 and are responsible for:
a. Illegal, improper or incorrect payments made by inaccurate or misleading certifications;
b. Complete and accurate certified documents for payment;
c. Errors in certified payments; and
d. Payments made that are prohibited by law and illegal under the appropriation or funds
involved.
2.13 Travelers
Travelers are responsible for understanding the rules and regulations associated with official
travel and are expected to understand all of items listed below. The traveler must:
a. Be fiscally responsible when incurring official travel expenses;
b. Ensure a travel authorization is approved prior to travel;
c. Ensure all allowable expenses are authorized;
d. Ensure the Trip Purpose code is accurate;
e. Ensure the conference name is annotated on Travel Authorization (TA), if attending a
conference;
f. Ensure justifications are included in TA prior to AU/O approving the authorization;
g. Use the designated Travel Management Center (TMC) or the E-Gov Travel Service 2
(ETS2) to make all authorized travel arrangements;
h. Use the E-Gov Travel Service 2 (ETS2) when available;
i. Ensure travel arrangements are made as soon as practicable after plans are known and to
seek to obtain the best cost;
j. Ensure any requests for reasonable accommodation are vetted through the Reasonable
Accommodation Coordinator (RAC) for the Bureau;
k. Ensure the accuracy of the TA, itinerary and voucher;
l. Ensure all cancellations are made as soon as practicable after travel plans have been
cancelled;
m. Submit a properly executed travel voucher within five working days after completion of
travel or 30 days if on a long-term TDY assignment;
n. Obtain and submit proper receipts for all lodging, air, rail, rental cars and any travel
related expense that exceeds $75;
o. Use the Contract City Pair fares, unless an exception applies;
p. Obtain a Government-issued Travel Card if travel is more than five times per year;
q. Use the Government-issued Travel Card for all official expenses, unless exempted;
r. Ensure travel charge card bill is paid on time (regardless if reimbursed); and
s. Take required travel training.
Department of Commerce | Travel Policy Handbook – October 2016 Page 19
SECTION 3 – DEPARTMENTAL GENERAL POLICY
3.1 Applicability (FTR Part 301-1)
The FTR and the Department Travel Policy Handbook are applicable to employees and entities
of the Department. Travelers are responsible for understanding applicable travel regulations and
related requirements. If the employee is a:
a. Department employee on loan or detail to another Department, the paying agency's
regulations will govern.
b. National Oceanic and Atmospheric Administration (NOAA) Commissioned Officer, the
Joint Travel Regulations (JTR) will govern.
c. Foreign Service Officer, Volume 14 of the Department of State’s (DOS) Foreign Affairs
Manual (FAM) will govern Department employees who are in the Foreign Service.
3.2 General Rules
3.2.1 Fundamental Travel Principles
Travel must be conducted in the most effective and efficient manner possible and only when
necessary to accomplish the mission of the Government. This usually means, at a minimum,
traveling by a direct route on a common carrier in coach-class accommodations.
3.2.2 Traveling Hours Timeframe
In terms of incurring or authorizing transportation expenses, the Department considers “normal
working hours” as Monday through Friday, 7 a.m. to 6 p.m. (traveler’s local time).
3.3 Mandatory Requirements
3.3.1 Mandatory Use of Travel Management Center (TMC) (FTR §301-50.3)
All Department employees conducting official travel must use the TMC for their travel
arrangements (air, train, ship, lodging, and rental cars). For overseas lodging and common
carrier transportation (primarily rail), travelers must first attempt to utilize the TMC, but may use
other methods of booking (e.g., through the applicable Embassy) if the TMC is unable to book
the lodging or transportation and its use is required for mission or security reasons (requires
justification).
3.3.1.1 Issuing Tickets
Per the Department’s contract with the TMC, tickets will be issued three business days in
advance provided the TMC has the traveler’s travel authorization and other required
documentation to fulfill the reservation. For travelers who have appropriate justification to use a
non-contract carrier, many airlines will only hold a non-contract carrier reservation for 24 hours
before the airlines will cancel the booking. Approving officials may authorize the issuing of
these tickets within the 24-hour timeframe providing the trip is certain to occur and no changes
to the trip tickets will be made.
3.3.1.2 Transaction Fees
Transaction fees are incurred each time a ticket is issued or reissued. The Government is
responsible for ticket fees for official travel only. All other additional ticket fees will be the
responsibility of the traveler. The best practice for reducing transaction fees is to minimize flight
changes.
Department of Commerce | Travel Policy Handbook – October 2016 Page 20
3.3.1.3 Travel Itinerary
The traveler will receive a detailed travel itinerary for each reservation. The itinerary will
include travel arrangements for air, car, hotel reservations, dates, costs, and confirmation
numbers, where applicable. The itinerary contains other useful information such as a TMC toll-
free number for assistance while on travel.
3.3.1.4 Changes to Itinerary (FTR §301-10.113)
Changes to a planned itinerary should be made directly with the TMC to comply with
Government rules and regulations and avoid unnecessary charges for guaranteed hotel
reservations and airline cancellation fees.
3.3.1.5 Cancellations (FTR §301-10.113)
If the employee’s trip is cancelled, the traveler should call the Department’s TMC to cancel
travel arrangements as soon as he/she learns the trip is cancelled or changed. If the employee
does not cancel accordingly, he/she will be liable for the value of tickets issued. Travelers must
also notify their financial services provider to request a de-obligation of funds.
3.3.1.6 Unused Transporation (FTR §301-10.114)
The employee must provide the airline receipt showing a credit to the Department and ensure
that the unused portion of the exchanged ticket coupon is credited to the centrally billed account.
3.3.1.7 Emergency Reservations
When emergency reservations or changes are needed outside of normal working hours, the
employee must call the 24-hour TMC reservations number, 1-866-789-3443.
3.3.1.8 Reporting Problems
When the employee has a service problem or complaint, please contact the TMD at 202-482-
1818 or e-mail at OFM-DOC ETS2 Travel Helpdesk. The TMD or Bureau/Operating Unit travel
POC can also assist employees with DOC travel policy and procedures.
3.3.2 U.S. Flag Air Carrier (FTR §301-10.133)
Under the Fly America Act (FAA) (49 U.S.C. 40118), anyone whose air travel is financed by
U.S. Government funds must use U.S. flag air carrier service for all air travel into and out of
CONUS. Additionally, the Department requires travelers to complete a Foreign Flag
Authorization form (Appendix E) for travelers who utilize foreign airlines while traveling
overseas.
3.3.3 Common Carrier (FTR §301-10.100) (FTR §301-10.106 through §301-10.110)
The Department is a mandatory user of the GSA city-pair contract. The FTR states that federal
travelers must utilize the lowest cost city-pair airfares available. The city-pair contract offers
DOC travelers flexibility when arranging official travel. The City Pair Program (CPP) provides
many benefits that non-contract fares do not, such as:
a. No advance purchases required;
b. No minimum or maximum length of stay required;
c. Fully refundable tickets and no charge for cancellations or changes;
d. No blackout dates;
e. Locked-in fares to facilitate travel budgeting;
Department of Commerce | Travel Policy Handbook – October 2016 Page 21
f. Significant discounts over regular walk-up fares; and
g. Fair pricing on one-way routes that permits agencies to plan multiple destinations.
There are two types of city pair fares, the _CA (capacity controlled fare) and the YCA fare
(highly discounted unrestricted fare). _CA fares are the most cost effective Government fares
but they sell out quickly and are not always available. Travelers are encouraged to book their
flights early in order to utilize _CA fares. YCA fares are not as cost effective, but they are a
Government fare that must be used when _CA fares are not available.
The Department may permit the purchase of non-refundable air tickets for official travel with a
justification stated on the TA for not using contract city-pair fares, along with a complete cost
comparison worksheet that clearly explains and demonstrates efficiencies gained by utilizing a
non-contract airfare. The Cost Comparison Worksheet (Appendix F and Appendix G) must be
prepared by the traveler and approved by the traveler’s approving official/supervisor. Utilizing
non-contract carriers should be rare and is never appropriate for travelers to request for personal
reasons such as for mileage programs or to upgrade seats. If a traveler is approved to utilize a
non-contract fare, airlines require ticket purchase within 24 hours of booking or the airline
automatically cancels the reservation. This is one reason it is not advisable to use non-contracted
carriers. Exceptions governing the uses of non-contract fares are listed below:
a. Space on a scheduled contract flight is not available in time to accomplish the purpose of
travel or use of contract carrier would require the traveler to incur unnecessary overnight
lodging costs which would increase the total cost of the trip;
b. The contractor’s flight schedule is inconsistent with explicit policies of the Department
with regard to scheduling travel during normal working hours;
c. A non-contract carrier offers a lower fare to the general public that, if used, will result in
a lower total trip cost to the Government (the combined costs of transportation, lodging,
meals, and related expenses considered); (NOTE: This exception does not apply if the
contract carrier offers the same or lower fare and has seats available at that fare, or if the
fare offered by the non-contract carrier is restricted to Government and military travelers
performing official business and may be purchased only with a contractor-issued charge
card or a centrally billed account where the two previous options are not available); or
d. Cost effective rail service is available and is consistent with mission requirements.
Use of non-refundable fares by travelers who do not meet one of the above exceptions is
considered unauthorized and all associated costs, fees, and penalties associated with non-work
related changes and cancellations are the responsibility of the traveler and will not be reimbursed
by the Department.
Costs, fees, and penalties associated with cancellations or changes made for the convenience of
the Government resulting from work exigencies or necessitated by circumstances of an
emergency nature affecting the traveler, changes, cancellations, and other penalties incurred will
be borne by the Department as authorized by the approving official.
Uniformed members of NOAA Corps and Foreign Service Officers are exempt from using
contract city-pair carriers; however, these travelers are encouraged to use them whenever
possible.
Department of Commerce | Travel Policy Handbook – October 2016 Page 22
3.3.3.1 Other Than Coach-Class Travel (FTR §301-10.121)
There are two basic classes of travel available to travelers:
a. Coach-Class. The basic class of accommodation by airlines that is normally the lowest
fare offered regardless of airline terminology used. For reference purposes only, coach-
class may also be referred to by airlines as “tourist class”, “economy class”, or as “single
class” when the airline offers only one class of accommodations to all travelers. (NOTE:
Coach-Plus or Coach-Elite is a class of accommodation between business class and coach
class. Use of this class of fare is limited to overseas flights and may be used only when a
traveler is approved for business or first class travel)
b. Other than coach-class. Any class of accommodations above coach class:
i. First-Class. The highest class of accommodations offered by the airlines in terms of
cost and amenities. This is generally termed “first-class” by airlines and reservation
systems.
ii. Business-Class. A class of accommodation offered by airlines that is higher than
coach and lower than first-class in both cost and amenities. This class of
accommodations is generally referred to as “business, business elite, business first,
world business, connoisseur, or envoy” depending on the airline. Usually business
class accommodations are offered on OCONUS flights.
When making official travel arrangements, Government travelers are required to exercise the
same care in incurring expenses that a prudent person would exercise if traveling on personal
business. Travelers should consider the least expensive class of travel that meets their needs.
For official business travel both domestic and international, travelers must use coach-class
accommodations to the maximum extent possible.
A paper (hard-copy) CD-334, Request for Approval of Other Than Coach-Class
Accommodations, is required for all DOC travelers utilizing other than coach-class travel. For
every trip wherein the traveler is requesting a class of service above coach (regardless of the
justification), the CD-334 must accompany a completed TA and must mirror all costs and flights
associated with the travel. Additionally, a travel itinerary must accompany the CD-334 when
routing for approval. The travel authorization must include a justification for Coach-Elite or
other than coach-class.
NOTE: A CD-334 is not required if a traveler is utilizing an upgrade through the use of frequent
flyer benefits, is paying for the upgrade with personal funds, or when the travel is an approved
travel gift.
The CFO/ASA (or designee) must authorize and approve other than coach-class air and train
accommodations for all Office of the Secretary employees, Secretarial Officers, and Heads of
Operating Units that report directly to the Secretary. The request for other than coach-class
travel, along with the travel authorization and travel itinerary from CWTSato must be sent (at
least 10 days prior to departure) to [email protected] so that an
approval package can be prepared and routed to the CFO/ASA for approval.
Department of Commerce | Travel Policy Handbook – October 2016 Page 23
Within the Bureaus, the Senior Executive Officer at the SES-level responsible for travel-related
functions, with no authority to delegate further, must pre-approve the CD-334s for his/her
Bureau employees. Under no circumstances are white out or pen/ink changes acceptable on a
TA or a CD-334 at any time.
3.3.3.1.1 Minimum Standards for Approval (FTR §301-10.123)
The authorization and approval for the use of other than coach-class air accommodations must:
a. Ensure that no first-class travel is authorized, paid for, or reimbursed to Department
employees, including non-Government travelers whose travel costs are being paid by the
Department, except in the following circumstances:
i. The traveler has a disability or is otherwise physically impaired such that regular
coach-class accommodations cannot be used, and this condition is substantiated in
writing by competent medical authority and recertified annually (except for a lifelong
conditions);
ii. No other commercial service is reasonably available to meet the traveler’s departure
and/or arrival requirement within a 24-hour period, unless the traveler demonstrates
via his/her work schedule attached to the TA that extraordinary circumstances require
a shorter period to fulfill effectively the agency requirement; or,
iii. Exceptional security circumstances require such travel such as travel by agents in
charge of protective details accompanying first-class travelers.
b. Ensure that the use of business-class air accommodations is authorized and approved only
under the following circumstances: i. Space is not available in coach-class or equivalent accommodations on any scheduled
flight in time to accomplish the purpose of the official travel that is so urgent that it
cannot be postponed;
ii. Use of the 14-hour rule for OCONUS travel is considered an exception not a rule and
the TA as well as the CD-334 must contain a thorough explanation on why a traveler
is requesting to use the 14-hour rule for official travel. Travelers should utilize rest
stops instead of incurring the additional costs associated with the 14-hour rule (see iii
below); (FTR §301-10.125)
iii. Travelers can utilize “coach-plus,” “preferred-coach,” or “Coach-Elite” in lieu of
other than coach-class seating when the origin and/or destination are OCONUS and
the traveler’s original intent was to fly other than coach-class (e.g., medical
accommodation). Coach-Plus or Economy-Plus seating is not allowable for domestic
flights. Travelers must arrange for this upgrade directly with the airline once a
standard coach class ticket has been issued (the Department’s TMC must not
purchase this upgrade for the traveler). If approved, the traveler can use his/her
Government credit card for this transaction and should expense the cost on their
travel voucher;
iv. Business-class accommodations are necessary because the employee is disabled or is
otherwise physically impaired such that other accommodations cannot be used and
this condition is substantiated in writing by competent medical authority and
recertified every year (except for lifelong conditions);
v. Exceptional security circumstances require such travel such as travel by agents in
charge of protective details accompanying business class travelers
Department of Commerce | Travel Policy Handbook – October 2016 Page 24
vi. Less than business-class accommodations on foreign carriers do not provide adequate
sanitation or health standards;
vii. The use of business-class accommodations would result in an overall savings to the
Government based on economic considerations; or,
viii. Business-class accommodations are obtained through the redemption of frequent flyer
benefits.
c. Ensure internal performance measures by Bureaus are reflective of the approval of other
than coach-class air accommodations, including but not limited to documentation signed
by the SES with oversight of travel who holds approval authority. Bureaus shall maintain
reports of approvals of all first/business-class travel paid with Government funds in order
to respond to requests received from the Department and/or GSA. These reports will
include the name of each person for whom first/business-class travel was paid, the
purpose of the travel, the basis on which first/business-class travel was justified, the cost
of the first/business-class travel, and the cost of the alternative coach level of service.
Travelers are required to return to their duty stations via coach-class transportation if the
traveler’s return is not critical and the traveler can rest before reporting back to work (especially
those travelers who arrive at their duty station on a Friday or a Saturday). Travelers may be
authorized a rest stop en route to their duty station or may be granted excused absence to rest
after returning home from travel for more than 14 hours using coach class accommodations. See
also 3.18.1 for more guidance on rest stops.
3.3.3.2 Traveling between Multiple Airports
If the traveler lives within commuting distance of two airports that have city-pair contract airline
service, the traveler should use the airport that will be most advantageous to the Government
considering cost and other factors. Exceptions to using the lowest cost airport in a multiple
airport area include:
a. Time constraints;
b. Weather;
c. Cost, including loss of productive time; and
d. Safety
3.3.3.3 Paying for Common Carrier Transportation (FTR Part 301-51, Subpart B)
The Bureau may authorize the use of the CBA or IBA to pay for common carrier transportation
and associated TMC fees. The traveler is required to use the centrally-billed travel account to
pay for common carrier transportation. If the employee receives an exemption from using the
travel charge card, personal funds or a personal charge card may be used for the remaining travel
expenses.
3.4 Per Diem Expenses
Refer to Appendix M (Authorized Expenses) and FTR (Per Diem Rates).
3.4.1 General Rules
Per Diem and other travel expenses will be discontinued for any day in which a traveler’s leave
status exceeds more than half of their normal workday (e.g., for an employee who typically
works 8 hours per day, per diem in this instance would be discontinued if the traveler took
Department of Commerce | Travel Policy Handbook – October 2016 Page 25
personal leave, for more than 4 hours while on official travel). Exception: This rule does not
apply to sick leave while on official travel.
3.4.2 Booking Hotels/Car Reservations
All DOC travelers and individuals traveling on behalf of the Department must use CWTSato for
their travel needs, including air/rail ticketing, all hotel rooms’ reservations and all rental car
reservations. Travel authorizations must be provided to CWTSato in order to make any travel
reservations. Exceptions to this guidance include some overseas travelers who may require
Post’s assistance in making hotel reservations, and conference attendees who obtain special
conference hotel rates.
3.5 FedRooms (FTR §301-11.11) FedRooms is a GSA program that provides hotel rooms for Federal Government travelers while
on official business. FedRooms leverages the Government buying power to offer safe,
economical, and compliant hotel lodging at per diem or better rates at hotels globally.
FedRooms offers specially negotiated Federal Government hotel rates with FEMA certified
hotels, simplifying hotel selections for Federal travelers.
When selecting lodging, first consideration should be given to a FedRooms lodging facility.
3.5.1 Use of FedRooms
All lodging reservations must be booked through the TMC and the TMC has been instructed to
give first consideration to FedRooms lodging facilities. The TMC has access to multiple
FedRoom hotels and will be able to help a traveler identify hotels that are at or below per diem.
Travelers with an OCONUS destination must use the TMC to book hotel rooms unless the TMC
is unable to book lodging in an overseas location. In that instance, travelers should contact the
American Embassy and work with Embassy staff to identify appropriate lodging.
Travelers can also perform comparative shopping and searches for FedRooms lodging and
pricing at FedRooms.com, but the room must be booked through the TMC.
3.6 Travel Authorizations (FTR Part 301-71, Subpart B) Except in emergencies, every traveler must have an approved paper CD-29 or an electronic TA
to travel on official business. The authorization must include the purpose(s), place(s), dates,
conditions, limitations, and estimated costs of the travel, as well as accounting information. The
TA provides permission for a Department employee or representative to travel on official
Government business.
3.6.1 Types of Authorizations (FTR Part 300-3) Glossary of Terms
There are three basic types of travel authorizations:
a. Unlimited open (Blanket unlimited) for Domestic Travel only. THIS IS RESERVED
FOR THE SECRETARY AND DEPUTY SECRETARY ONLY. Unlimited open
must be reviewed semi-annually for any changes (i.e., change in approving official) and
must be reissued annually.
b. Limited open (Blanket limited) for Domestic Travel only. This authorization is reserved
for frequent travelers or COOP designees. Each trip requires oral/written approval by the
traveler’s approving official. Limited open authorizations must be reviewed and
Department of Commerce | Travel Policy Handbook – October 2016 Page 26
documented quarterly with appropriate documentation showing the name of the CFO or
Deputy CFO reviewing them indicating on the existing blanket that the travel
authorization was extended through the next quarter. These authorizations must be
reissued annually. If the original approving official changes, then a new travel
authorization is required.
c. Trip-by-trip. The following types of travel must be authorized on a trip-by-trip basis:
conference travel, foreign travel, travel received from a non-Federal source (gift of
travel), training-related travel, and invitational travel.
3.6.2 Travel Arrangements that Require Additional Written Approval (FTR §301-2.5)
The following travel arrangements require a separate written authorization in addition to the
Limited Open Travel Authorization (LOTA). Approving officials must ensure that a copy of the
written authorization is attached to the travel voucher, along with copies of other required
documentation. For these purposes, an e-mail is considered written authorization for:
a. Use of a foreign air carrier (excluding to/from United States);
b. Use of reduced fares for group or charter arrangements;
c. Travel by ship;
d. Use of a rental vehicle;
e. Payment of a reduced per diem rate or actual expenses; and
f. Travel expenses related to emergency travel.
3.6.3 Emergency Travel Authorizations
In the event of emergency travel without prior approval, the requesting Bureau/Operating Unit
must prepare a “Confirmatory” travel authorization the next business day. A justification
statement explaining why the TA is being prepared after the fact must be entered in the
remarks/comments section. The TA must be signed by the appropriate AU/O and AO.
3.6.4 Approving Travel
The OS COS or DCOS will approve all travel (including both foreign and domestic) for the
CFO/ASA, Secretarial Officers, Heads of Departmental Offices, and Heads of Operating Units
reporting directly to the Secretary.
Only officials acting for the AU/O or AO can sign when the designated official is not available
to approve travel authorizations. Acting authorizing/approving officials must be designated in
writing annually by the Bureau/Operating Unit CFO or Deputy CFO; the STO shall receive and
keep all delegations on file. Authorizing/approving officials will be ultimately responsible for
travel authorizations approved in their absence.
The following circumstances must be approved and signed by the requesting Bureau CFO and
submitted to the STO for approval by the CFO/ASA:
a. Exemptions from the mandatory use of the Government-issued travel card, if an
employee travels more than five times per year;
b. Waivers for $700,000 house value cap for relocations;
c. Acceptance of an in-kind donation for travel which exceeds, by $500, the value of an
expenditure (i.e., for accommodations or transportation) available under the FTR.
Department of Commerce | Travel Policy Handbook – October 2016 Page 27
(“Exceeds by $500” is defined as an in-kind donation which exceeds maximum per diem
allowances for official travel by at least $500 per day); and
d. Acceptance of payment from a non-Federal source for travel expenses over $25,000.
3.6.5 Amending Travel Authorizations
When it is necessary to postpone official travel, new authorizations or amendments will not be
required unless the delay in the official travel exceeds 30 days. (Note: For travelers deployed on
E2, the amendment process will be based on the configuration of the E2 solution.) Handwritten
changes may not be made to a travel authorization request for other than coach-class travel. The
travel authorization must match the exact dates on the Request for Approval of Other Than
Coach-Class Accommodations, CD-334 request. Travel Authorization numbers and Foreign
Travel Briefing information is the only information that may be handwritten on the
authorizations. Travel Authorizations must be amended when the material increase of funds
exceeds $250.
3.7 Government Travel Card
a. Individually Billed Account
i. An Individually Billed Account (IBA) is a Government contractor-issued charge
card also known as a travel card, used by authorized individuals to pay for official
travel and travel-related expenses such as meals, lodging, and rental vehicles.
The Government reimburses the employee for authorized official travel-related
expenses. The employee is responsible for paying the bank upon receipt of the
travel card statement whether or not the employee has been reimbursed for travel
expenses. The travel card cannot be used for local expenses.
ii. The DOC Travel Card Handbook contains policies and procedures for the
management of the Department’s travel card program and is the single
authoritative reference for the management of the Department’s travel card
program.
iii. If an employee loses his/her travel charge card privileges (through either
suspension or cancellation) due to account delinquency or misuse, the employee
must promptly resolve any outstanding balance on the travel charge card and use
personal funds to finance all travel expenses (except transportation tickets) on
official travel until travel charge card privileges are restored. A convenience
check or electronic funds transfer will not be authorized.
b. Centrally Billed Account
i. A Centrally Billed Account (CBA) is a card/account established by the
Government contractor-issued charge card vendor at the request of the
Department for the direct procurement of travel/mode of travel-related services by
Department travelers.
ii. Each Bureau and Operating/Unit may issue a centrally-billed account to pay for
travel and transportation-related services arranged through the TMC. Payments
are made directly to the vendor by the Department.
3.7.1 Travel Advances
a. DOC travelers with a Government issued travel card must use their travel card to obtain
travel advances at an ATM. An ATM cash withdrawal may not be made more than three
days in advance of the departure date and no later than the last day of the official travel.
Department of Commerce | Travel Policy Handbook – October 2016 Page 28
Receipts are required for all cash withdrawal expenses. For travel card ATM cash
advances, see the DOC Travel Card Policy Handbook, Sections 4.5.3.1.2 and 4.5.3.1.2.1.
b. Travel advances can be issued to employees who do not have a Government travel charge
card (e.g., he/she travel less than 5 times per year).
c. Advances are limited to 80% of the anticipated out-of-pocket costs for a trip.
d. If an employee loses his/her travel charge card privileges (through either suspension or
cancellation) due to account delinquency or misuse, he/she will not be authorized a travel
advance and will need to use personal funds until reimbursed by the Government.
e. Travel advances for invitational travelers can be authorized. The authorizing official
must ensure that the amount advanced is reasonable under the circumstances and that a
travel voucher is submitted in a timely manner.
3.8 Transportation Expenses
3.8.1 Rental Cars (FTR §301-10.450)
DOC travelers must book rental cars through the TMC to take advantage of Government pricing
which ensures they are covered by insurance. Employees are encouraged to take advantage of
complimentary shuttle service offered by many hotels before renting a car while on official
business.
Rental cars while on official travel should be used only when it is more cost effective than other
forms of local transportation or when a rental car is required to perform official duties. The
employee should not use a rental car unless the cost of commuting by taxi would exceed the cost
of the rental car. Automobile rentals should be limited to situations where other means of
transportation are not practical, economical, or available, or in emergency situations. Whenever
practical, the most economical means of transportation to and from hotels and terminals should
be used.
3.8.1.1 Type of Car Authorized
The traveler must rent the least expensive compact-sized car available unless transporting a large
amount of Government property that requires a larger car or the traveler is providing
transportation for more than two additional employees who are also on official travel. The car
selection must be in the best interest of the Government and must demonstrate prudent use of
appropriated dollars.
3.8.1.2 Upgrades
An employee may accept a free upgrade to a larger car or use a free coupon to upgrade to a
larger vehicle as long as the Government does not incur any additional costs for the upgrade.
3.8.1.3 Rental Car Agreement
The companies covered by the agreement must provide current model cars and insurance as part
of the rental fee. In addition, the companies may not charge for authorizing additional
Government drivers. Only a Government employee performing official travel may operate the
rental car. Click on the link for a copy of the current rental car agreement.
Individual rental car agreements covered under the U.S. Government Rental Car Agreement will
show a “Government Administrative Rate Supplement” or “GARS,” a $5.00 per day fee, listed
on the rental contract at the time of pick-up. The GARS is intended to address those costs
incurred by the rental car company that is familiar with doing business with the Government.
Department of Commerce | Travel Policy Handbook – October 2016 Page 29
NOTE: If GARS is not listed on the rental car contract, the Government traveler should ask the
rental car company to change the rate to an official Government rate and charge the GARS.
Under the program, participating rental car companies must change the rate at the request of the
traveler at any time prior to picking up the vehicle.
3.8.1.4 Authority to Use
If the employee is attending a conference at or in the immediate vicinity of the conference hotel,
a rental car is only authorized when the cost of commuting by taxi would exceed the cost of the
rental car for the period, the employee has excess Government equipment/baggage needed at the
conference, the employee has a disability or other medical need (documented), or there are
multiple Department attendees and renting a vehicle would be a cost savings to the Department.
A rental car is only to be used for official transportation similar to using a GOV for official
transportation. (FTR §301-10.201)
The Department of Defense Travel Management Office (DTMO) manages the United States
Government rental car program. A vehicle rented by a Government employee who is on official
travel cannot be utilized for personal reasons if the employee takes personal leave in conjunction
with official travel. The employee must utilize personal funds to rent a vehicle while on leave.
Under no circumstances can a non-DOC employee (including contractors or invitational
travelers) operate a vehicle rented using Government funds.
3.8.1.5 Refueling (FTR §301-10.450)
Travelers must refuel rental vehicles prior to returning them using personal funds or their IBA.
Prepaid refueling is not economical and this reimbursement is not allowed.
3.8.1.6 Global Positioning System (GPS)
When the AO determines that a GPS is required to meet the mission, advance authorization is
required and must be justified on the TA.
3.8.1.7 Insurance in a Foreign Area (FTR §301-10.451)
The employee may purchase accident insurance for a rental vehicle that is used for official
business in a foreign country if the insurance is deemed necessary or required by the laws of that
country. This is a reimbursable expense, if authorized.
3.9 Lodging Expenses (FTR §301-11.12)
Refer to Section 3.5 for mandatory use of FedRooms.
3.9.1 Actual Expenses (FTR §301-11.300 and FTR §301-70.201)
The Department is limiting actual expenses to lodging costs only, which should be considered an
exception rather than a rule. Actual expense reimbursement requests should only be authorized
for travel when the locality lodging per diem rate is insufficient for the travel assignment and
must be fully justified with one of the exceptions listed below on the traveler’s TA:
a. Lodging and/or meals are procured at a prearranged place such as a hotel where a
meeting, conference or training session is held;
b. Costs have escalated because of special events (e.g., missile launching periods, sporting
events, World’s Fair, conventions, natural or manmade disasters); lodging expenses
within prescribed allowances cannot be obtained nearby and costs to commute to/from
Department of Commerce | Travel Policy Handbook – October 2016 Page 30
the nearby location consume most or all of the savings achieved from occupying less
expensive lodging;
c. The TDY location is subject to a Presidentially-Declared Disaster and the agency had
issued a blanket actual expense authorization for the location; or
d. Because of mission requirements.
Personal preference or convenience is never a condition for which actual expenses can be
authorized.
3.9.1.1 Authorization Limited Open
Actual expenses cannot be authorized on limited open travel authorizations (LOTA). If a
traveler has an open LOTA and he/she requests actual lodging expenses for a trip, a separate TA
must be prepared and approved including a justification for actual lodging expenses. However,
in emergency situations, actual expenses on a limited open travel authorization can be post-
approved in the remarks section on the travel voucher.
3.9.1.2 Delegation Authority for Actual Lodging Expenses
Within the Bureaus, the Senior Executive Officer at the SES-level responsible for travel-related
functions can approve actual lodging expenses with no authority to delegate further with the
following exceptions:
a. For NOAA only: Assistant Administrators or higher with no authority to delegate further
b. For NIST only: CFO or higher with no authority to delegate further
3.9.1.3 Maximum Lodging Allowance (FTR §301-11.303)
The Department has determined that actual lodging expense reimbursement may be authorized
up to 300 percent, plus the prescribed M&IE rate. However, the authorized amount must be
limited to the minimum amount required to cover the traveler’s anticipated lodging expenses.
Example: If a traveler is approved for actual lodging expenses, the maximum allowable
lodging expense is determined by multiplying the lodging portion of the locality per diem
rate by 3.
If the lodging rate is $70, the maximum actual lodging rate that can be approved is $210
(3 x $70 = $210).
3.9.1.4 Adjacent Lodging
If, for reasons beyond the employee’s control, he/she must obtain lodging in an adjacent city
where the prescribed per diem rate is higher than the rate prescribed for the TDY location, the
employee must justify this on an amended travel authorization.
3.9.1.5 Post Approval
If the employee requests post-approval, he/she must include a justification on his/her travel
voucher explaining the circumstances for requesting actual subsistence.
Department of Commerce | Travel Policy Handbook – October 2016 Page 31
3.10 Transportation
3.10.1 Other Modes of Travel
If the traveler prefers to use the train as a mode of travel for personal preference, the traveler’s
reimbursement will be limited to the lesser of the actual expenses or the constructive travel cost
of traveling by air using the lowest available city-pair airline fare.
3.10.1.1 Train (FTR §301-10.162)
AMTRAK Acela offers two classes of service, business and first class. DOC considers business
class travel on AMTRAK Acela equivalent to coach class because it is the lowest cost fare on
that train; it can be approved only when it is determined that it is advantageous to the
Government or is required for security reasons. First class accommodations on AMTRAK Acela
are considered to be premium class or other than coach-class travel and requires the completion
and approval of a CD-334.
The use of an extra-fare train service must be approved by the traveler’s approving official on the
travel authorization. The authorization must indicate that the use of extra-fare train service has
been determined to be advantageous to the Government or is for security reasons.
Authorizations must include specific justification to support the determination. Approving
officials must ensure authorizations without supporting justification do not get approved.
Travelers are financially responsible for excess costs incurred for using an extra-fare train if not
specifically authorized or approved on their travel authorization or when used for personal
preference or convenience.
3.10.1.2 Automobiles
3.10.1.2.1 Use of Government-furnished Automobiles for Official Travel (FTR §301-10.201)
Each Bureau or Operating/Unit with access to Government-furnished automobiles (GOV) is
responsible for issuing the governing policies necessary to ensure proper care and use of
Government automobiles for use on official travel and transportation that includes:
a. Transportation between places of official business;
b. Transportation between places of temporary lodging when public transportation is
unavailable or its use is not feasible;
c. Transportation between places of official business/temporary lodging and restaurants,
drug stores, barbershops, places of worship, cleaning establishments, or mobile device
service centers.
d. Travel to places necessary for the sustenance, comfort or health of the employee to
conduct official business must not exceed 60 minutes each way, per trip; or
e. Transportation that is authorized by your AO under 31 U.S.C. 1344 or travel to places
necessary for the sustenance, comfort, or health of the employee to conduct official
business must not exceed 60 minutes, each way, per trip.
f. A vehicle rented by a Government employee who is on official travel cannot be utilized
for personal reasons if the employee takes personal leave in conjunction with official
travel. The employee must utilize personal funds to rent a vehicle while on leave. Under
no circumstances can a non-DOC employee (including contractors or invitational
travelers) operate a vehicle rented using Government funds.
Department of Commerce | Travel Policy Handbook – October 2016 Page 32
The employee is responsible for any violation committed while driving a Government vehicle in
the performance of official duties. There is no authority to make payment from appropriated
monies. See COMP GEN Decision B-107081.
3.10.1.2.2 Use of Privately Owned Vehicle (POV) (FTR Part 301-10 Subpart D)
An employee cannot be required to use a POV to perform official travel. An employee will be
reimbursed round trip mileage (between the employee residence and the transportation terminal)
and parking to the extent it does not exceed the cost of a taxicab fare and tip when going on
official travel.
A cost comparison is required whenever a traveler chooses to use a POV as his/her main mode of
transportation. If the traveler chooses to use a POV instead, reimbursement will be limited to the
applicable POV rate up to the constructive cost of the authorized mode of transportation plus per
diem.
3.11 Miscellaneous Expenses (FTR Part 301-12)
3.11.1 Baggage
3.11.1.1 Baggage Fees (FTR §301-12.2)
A traveler may be reimbursed for the following baggage fees:
a. Transportation charges for authorized excess and/or overweight baggage;
b. Necessary charges for transferring baggage;
c. Necessary charges for storage of baggage when such charges are the result of official
business;
d. All fees pertaining to the first checked bag;
e. Additional baggage may be reimbursed when the agency determines those expenses
necessary and in the interest of the Government; and
f. Charges or tips at transportation terminals for handling Government property.
3.11.2 Telephone Calls
The employee may make a brief daily personal call home while performing official travel that
requires an overnight stay. The call must be made using the least-cost-to-the-Government
method available. The employee may be reimbursed for calls made home and charged to the
hotel room. This reimbursement will be limited to not more than $5.00 per day for each day of
domestic travel, and for foreign travel not more than $15.00 daily amount based on actual
location.
Calls made using wireless services may be reimbursed if it increases the overall cost of the
traveler's normal wireless service charges and when it is authorized by the approving official as
cost effective to the Government.
3.11.3 Registration Fees Registration fees are reimbursable as a miscellaneous expense and may be claimed on the travel
voucher. Whenever meals are included in the registration fee, the M&IE rate should be reduced
accordingly. Registration fees incurred with or without meals while in a local status will be
charged to the office purchase card based on guidance from OAP and OGC.
Department of Commerce | Travel Policy Handbook – October 2016 Page 33
3.11.4 Unauthorized Miscellaneous Expenses
Travelers must have written or electronic authorization prior to incurring any travel expenses. If
a traveler incurs miscellaneous expenses in the performance of official Government travel that
are mission required and were not originally approved on the travel order/authorization, the
expenses and the applicable amounts must be properly recorded on the travel voucher/expense
report. The Approving Officer’s signature on the voucher will signify that the expenses were
necessary and are approved.
3.11.5 Internet Fees
Internet usage expenses must be pre-approved on the TA. A justification is required as to why
the internet fee is not included in the cost of the hotel room as the majority of FedRooms
properties provide free internet access. This requirement for approval applies also to:
a. Wireless access (internet fees) during a conference;
b. While at the airport waiting for a flight (whether origination or connection); or
c. Airplane internet fees.
Internet fees may be approved after the fact at the discretion of the AU/O with proper
justification. The justification must include the need for the internet service including why it was
not requested in advance on the TA.
3.11.6 Laundry Services CONUS (FTR §301-11.31)
Within the CONUS, laundry, cleaning and pressing of clothing at a temporary duty location are
reimbursable as a miscellaneous expense item based on the following restrictions:
a. The employee must incur a minimum of four consecutive nights lodging on official
travel;
b. The reimbursement should be limited to $5.00/day; and
c. Receipts are required for all laundry/dry cleaning expenses claimed for reimbursement
over $75.00 except coin-operated machine usage where receipts are not available.
3.11.7 Laundry Services for OCONUS (FTR §301-11.31)
For OCONUS locations, laundry, dry cleaning, and pressing of clothing expenses are covered
under the incidental expenses (M&IE) of the per diem allowances issued by the DOD and DOS.
These costs may not be authorized, claimed, or approved as a separate miscellaneous expense
item.
3.11.8 Medical Evacation Insurance
Per the DOS, Office of Medical Services (MED) guidelines, effective April 1, 2013, all United
States Government (USG) employees, contractors eligible for Embassy medical services, and
employees on international Temporary Duty (TDY) assignments, are required to have medical
evacuation (medevac) coverage either through their sponsoring agency or via personally
obtained medical evacuation insurance. The Department, pursuant to the Foreign Assistance Act,
22 U.S.C. § 2392, may reimburse its foreign employees and program participants for the costs of
personally obtained medevac insurance, but it may not reimburse domestic employees or
participants for such expenses. Rather, the Department will provide medevac “coverage” for
domestic employees by paying for the medical evacuation of those employees, as
needed. Contractors may be reimbursed for medevac insurance costs depending on the terms of
Department of Commerce | Travel Policy Handbook – October 2016 Page 34
their contract. The AU/O must make the determination if the Department will reimburse the
traveler for the expense. This expense must be approved on the TA.
3.11.9 Travel and Transportation Expenses Connected with the Death of Employees and
Immediate Family Members under Certain Circumstances (FTR Part 303-70)
Some allowances pertain to invitational, award recipient, and employment interviewees, while
other allowances only pertain to employees (and their immediate families) who are stationed
outside of CONUS. Some allowances may be subject to time limits. The Department of
Commerce must provide assistance in arranging for preparation and transportation of the
employee’s remains.
3.11.10 Payment of Travel Expenses from a Non-Federal Source (FTR Chapter 304)
Refer to DAO 203-9 and DAO 202-739.
3.12 Travel Claims for Reimbursement (FTR §301-71.200)
3.12.1 Proper Voucher
A proper voucher is one that is substantially complete in every material respect (documentation
and receipts) and has been signed and dated by the traveler. The trip must have been authorized
and performed, the appropriate receipts/ticket stubs and other required documentation must be
legible and accurate, and the traveler has signed and dated the travel voucher certifying to its
correctness. In addition, the voucher must be approved by the appropriate authorizing official.
3.12.2 Timely Submission of Travel Expenses (FTR §301-52.7)
Travelers are required to submit travel vouchers within five business days after the completion of
TDY travel and every 30 days for extended TDY travel as follows:
a. All travel claims must be submitted to the Bureau’s Finance Office to be processed.
b. A travel voucher must be submitted within five working days after the completion date of
travel.
c. A travel voucher must be submitted every 30 days when on continuous travel or long-
term TDY.
d. A receipt is required for lodging and rental car expenses and all authorized expenses $75
or more.
e. All travel vouchers must be retained by the agency for six years (hard copies) and
provided upon request during an internal or external audit.
3.12.3 Dispute of Claim Limitation (FTR §301-52.8 and FTR §301-52-9)
In order for a travel claim to be considered, it must meet the time limitation of the Barring Act.
Travelers and agencies have six years from the date the travel began to resolve any disputed
claims. Every claim against the United States is barred unless a claim is submitted within six
years after the date the claim first accrued. See Comptroller General Decision B-224811, citing
the Barring Act of October 9, 1940, as amended.
3.12.4 Adjudication of Disputed Claims (FTR §301-52.11)
If a travel claim is disputed, the traveler must first seek redress through his/her Bureau/Operating
Unit internal process or the appropriate negotiated grievance procedure (NGP), if applicable.
The traveler’s Bureau/Operating Unit must initially adjudicate the claim. If the traveler
Department of Commerce | Travel Policy Handbook – October 2016 Page 35
disagrees with the Bureau/Operating Unit’s determination, he/she may request review of the
claim by the STO. If the traveler is not satisfied with the STO decision, then the traveler may
request a review by the Civilian Board of Contract Appeals (CBCA). For instructions on filing a
case visit the CBCA website. The CBCA will not hear appeals from bargaining unit employees
unless the applicable collective bargaining agreement explicitly and clearly excludes a
travel/relocation matter from the negotiated grievance process; refer to GSBCA 16117-TRAV.
3.13 Temporary Duty (TDY)
3.13.1 Per Diem 12 hours or More (FTR §301-11.1)
To determine whether the employee has met the 12-hour requirement, the clock starts when the
employee departs his/her residence or duty station, whichever is later, performs the mission at
hand, and returns back to his/her residence or duty station. That entire span of time must exceed
12 hours in order to be eligible for per diem.
3.13.2 Per Diem for Extreme Emergency
When an employee is needed to perform work in an extreme emergency involving imminent
danger to human life or Government property (e.g., a COOP incident), the payment of lodging
and meal expenses at the duty station may be authorized. In this situation, approval must be
granted only by the STO (or the Director of OFM if the STO is not available).
3.13.3 M&IE for Travel Conditions with a Limited Time Frame (FTR §301-11.101)
When travel is more than 12 hours but less than 24 hours and spans no more than two calendar
days, travelers are to be reimbursed 75 percent of the applicable M&IE rate for both calendar
days of travel.
3.13.4 Reduced Per Diem (FTR §301-11.200) (Extended Travel/Training Assignment)
Bureaus may reduce a traveler’s per diem rate for any TDY trip when the approving official can
determine in advance that lodging or meal costs will be lower than the prescribed per diem rate.
When establishing a reduced per diem rate, the lowest authorized per diem rate must be clearly
stated on the travel authorization. Approving officials may not include reduced per diem rates on
blanket authorizations (e.g., Limited Open travel authorization).
When a traveler is on an extended TDY assignment and can obtain a reduced lodging rate or
prepare meals in extended-stay lodging, the per diem rate will be automatically reduced to 55
percent of the locality rate, unless a higher rate is justified. A pre-authorized reduced per diem
rate is applicable through the entire duration of the TDY trip. The per diem should not be further
reduced on the first or last day of travel.
When TDY assignments with an expected duration of less than 30 days are extended beyond 30
days (i.e., becomes an extended TDY), the Bureau must establish a reduced per diem rate for the
remaining days of the assignment. The approving official must ensure that the traveler’s travel
authorization is immediately amended as soon as it is known that the assignment will surpass 30
days; the travel authorization must include the lowest authorized reduced per diem rate. The
approving official must also ensure that the traveler has been notified of the change in per diem.
The established rate must be shown on the travel authorization.
Department of Commerce | Travel Policy Handbook – October 2016 Page 36
A reduced per diem rate may not be established to provide:
a. A lodging allowance for staying with friends and/or relatives, or for lodging at his/her
abode (home);
b. A full meals and incidentals expenses allowance because lodging is obtained with friends
or relatives (a reduction should be made to the locality M&IE allowance);
c. A payment that will, based on the data available, knowingly allow the employee to
receive more than the full M&IE allowance;
d. The full locality per diem rate; or,
e. A payment sufficient to cover periods where per diem is lost due to annual leave or
expenses of family members.
3.13.5 Additional Travel while already on TDY Travel
When an employee on extended temporary duty is required to go to another temporary duty
location for a short period and return to the original TDY location, dual lodging may be
authorized to defray the lodging expenses that may be incurred at both locations. Receipts are
required for dual lodging claims and the TA amended to reflect the additional travel
authorization.
3.13.6 Authorized Returns (FTR §301-11.23)
When on a long term TDY, returning to your official duty station on the weekends because it is
more cost effective does not preclude the use of either extended stay or long-term lodging
facilities. The employee may be authorized to return to his/her official duty station in
accordance with Bureau policy but only at intervals of not less than two weeks. Approval
authority for periodic weekend returns must be approved by the AO to ensure adequate
consideration and review of the circumstances necessitating the return. Lodging
accommodations at the original TDY location may continue; however, M&IE will not be paid
until the employee returns to a travel status.
3.13.7 Group Travel
3.13.7.1 Group Travel Approvals
Requests for approval of groups of employees from the same Bureau, to include non-
Government persons (invitational travelers) whose travel expenses are being paid for by the
Department, traveling to the same location or event must be submitted to and approved by the
appropriate designated official (at least at the SES level) within the sponsoring Bureau, as
follows:
a. Domestic group travel: Memoranda of request for groups of 15 or more employees; and
b. Foreign and non-foreign group travel: Memoranda of request for groups of eight or more
employees.
3.13.7.2 Documentation
To authorize group travel, Bureaus/Operating/Units must maintain documentation, signed by an
appropriate designated official (SES-level) that demonstrates compliance with the following
minimum standards:
a. Ensure that travel is essential;
b. Limit attendance to the minimum participants necessary to accomplish the mission;
Department of Commerce | Travel Policy Handbook – October 2016 Page 37
c. Consider costs in selecting attendees and meeting locations. Such expenses include
travel to and from the site, ground transportation, lodging, meals and incidental costs,
registration fees, meeting room rentals, and other related costs, including employees’
time away from the official duty station; and
d. Contemplate alternatives (i.e., VTC, conference calls, or delegating field personnel to
accomplish the proposed mission).
3.13.8 Travel in Conjunction with Leave
3.13.8.1 Annual Leave (FTR §301-11.21)
If an employee chooses to use annual leave during a period of official travel, the leave must be
pre-approved and the signed TA should reflect the dates of planned leave. The number of days
of leave must not exceed the total number of days of the TDY travel (e.g., if the length of the
official Government trip is 5 days, the traveler can take up to a maximum of 5 days of personal
leave during the official travel). Travelers will not receive M&IE for days during which the total
hours of leave is more than half of the traveler’s normal work hours (e.g., if the traveler normally
works 8 hour days and takes 5 hours of leave one day, he/she will not receive M&IE for that
entire day). If annual leave was taken without authorization on the TA, an amended TA must be
prepared and approved prior to preparation of the travel voucher.
3.13.8.2 Combining Personal Travel
A traveler who wishes to perform personal travel in conjunction with official travel must prepare
a cost estimate clearly depicting the costs of the two separate portions of the trip. The traveler
must then submit the cost breakdown to the approving official to document the intent to combine
official and personal travel.
Travelers may work directly with the airlines to make their personal arrangements or they may
choose to work with the Department’s TMC. Travelers may not utilize contract city-pair fares
for personal travel under any circumstances. When calling the Department’s TMC to make
personal travel reservations, the traveler must inform the TMC that the travel is personal. The
traveler must bear all charges and fees associated with the personal travel and use a personal
credit card to pay all charges and fees associated with the personal travel.
3.13.8.3 Traveling To or From an Alternate Location
DOC has determined that travel may be routed to or from alternate locations only if there are
cost savings for doing so and it is in the best interest of the Government. The total costs for
traveling to or from an alternate location must be equal to or less than the total costs for travel
from the official duty station to the TDY location (Total costs include cost of airfare
(transportation), lodging, per diem, car rental and taxis/shuttles, etc.). If it is determined that it is
in the best interest of the Government to travel to or from an alternate location, it is incumbent
upon the traveler or travel arranger to complete and provide a thorough cost analysis and
justification as part of the travel authorization.
If it is determined that it is not more cost effective or is not in the best interest of the Government
to travel to or from an alternate location, the TMC must route the employee’s travel to/from his
or her official duty station. A traveler can work directly with the airlines to exchange his/her
official ticket to go to or from an alternate location; however, the traveler must incur all
additional expenses resulting from changing his/her ticket.
Department of Commerce | Travel Policy Handbook – October 2016 Page 38
If an employee is on personal leave and is called back to work and required to report to an
alternate location immediately, the traveler should call the TMC to make travel arrangements as
well as coordinate with his/her travel arranger to ensure an appropriate TA is prepared justifying
the emergency travel.
Within the Bureaus, the Senior Executive Officer at the SES-level responsible for travel-related
functions can approve travel to and from an alternate location with no authority to delegate
further. For NOAA only: Line Office CFOs or SES equivalent with no authority to delegate
further.
3.14 Compensatory Time Off for Travel (CTT)
Employees must be credited with CTT status if the employee is required to travel away from the
official duty station and the travel time is not otherwise compensable under other legal authority.
SES members are not eligible to earn CTT. For information related to CTT, please refer to DOC
HR Practitioners Compensation and Leave webpage or contact the appropriate Servicing Human
Resources Office.
There is no limit on the number of CTT hours an employee may accrue. Earned CTT should be
used within the prescribed limits, normally within 52 weeks or by the end of the 26th pay period.
The CTT is subject to forfeiture if not used within the time limits. CTT is not eligible for leave
restoration. Please consult your timekeeper for the internal policy. Any leave implications
should be addressed to the local HR or WFM offices.
3.15 International Travel Requirements
3.15.1 Chief of Mission (COM)
The Chief of Mission (COM) of an American Embassy has the responsibility for U.S. citizens
abroad. COM’s authority at the U.S. Embassy or Mission includes security directives. Travelers
that require emergency evacuations must refer to the Foreign Affairs Manual (7 FAM 1800
Consular Crisis Management). The scope of the COM’s responsibility does not cover activities
outside of the host country such as the travel of Federal civilian employees to and from the
country.
3.15.2 Authorizations
When all information necessary to complete travel arrangements is available in advance, the
Department recommends that authorizations and foreign travel arrangements are completed no
less than 30 calendar days prior to the departure date. This will allow time for processing
passports, visas, country clearances, and other travel requirements.
3.15.3 Briefing/Debriefing Training
Foreign travelers must complete the required briefings and debriefings offered by OSY prior to
traveling. This training must be annotated on the TA. Travelers with security clearances must
adhere to national security policies and procedures and must be aware of travel requirements and
risks associated with terrorism. Employees traveling with the Secretary, Deputy Secretary, or
Bureau/Operating Unit Head will be required to attend a debriefing by OSY or internal security
office.
Department of Commerce | Travel Policy Handbook – October 2016 Page 39
3.15.4 Passports
Employees must use an official passport for all official international travel. Personal passports
cannot be used for official travel; however, personal passports may be used to apply for an
official/diplomatic passport. The State Department determines who will be issued a Diplomatic
(Black) or Official (Burgundy) passport. Official passports are the property of the State
Department and must be surrendered upon request.
Employees should, if eligible, obtain a valid official (maroon) or diplomatic (black) passport and
visa(s), if required by the country or countries visited. The employee should submit his/her
application request through the Bureau/Operating Unit’s travel office. The request for an official
passport should be done 60 days prior to travel and 45 days for an expedited passport. The
official passport must be used unless the country visiting requires a tourist (blue) passport to be
used for security reasons (e.g., Taiwan). Travelers may travel with both an official and tourist
passport but should only use the official passport for official Government travel. All official
passports must be kept in a secure location within the Bureau/Operating Units designated office.
3.15.5 Visas
Visas will be obtained based upon the urgency and nature of the mission. The traveler will
coordinate with their Bureau/Operating Unit travel POC. The POCs will coordinate the process
with the State Department and Embassies to obtain clearance as expeditiously as possible. The
visa process should be done 21 days prior to traveling. Passports should have at least six months
of validity prior to requesting a Visa. If the passport has less than six months validity, then the
traveler should request a new passport.
3.15.6 Country Clearances
Ensure the employee obtains Department of State e-Country Clearance (eCC) through the eCC
processing system prior to travel.
3.16 Local Travel
3.16.1 Entitlement
Local Travel is travel that is performed for official purposes in and around the employee’s duty
station and does not entitle the employee to per diem or other subsistence allowances.
3.16.2 Distinguishing Local Travel from Temporary Duty (TDY) Travel
Local travel can be distinguished from TDY based on the mileage (50 miles or more) incurred
from the employee's official duty station or residence to the travel destination or if the employee
is working more than 12 hours in a day. This distinction between local travel and TDY should
not be based solely on whether the employee seeks overnight accommodations or is in travel
status for consecutive days.
When traveling to a reoccurring worksite that is greater than 50 miles, it can be treated as local
travel as long as the travel status (from point A to point B back to point A) does not require:
a. Travel status that exceeds 12 hours (in this case meals and incidentals are authorized);
b. Lodging; and
c. Use of a rental vehicle
Department of Commerce | Travel Policy Handbook – October 2016 Page 40
The reoccurring local travel to alternate worksites claim for reimbursement can be submitted on
a SF1164 every 30 days.
If the reoccurring travel to alternate worksites meets the above criteria (a, b, c), an authorization
type of Limited Open (Blanket Limited) for Domestic Travel only can be utilized because this is
now considered TDY. If there are any travel related expenses incurred such as lodging or rental
vehicle, and/or if per diem has been authorized for this travel status, then the traveler must
submit a travel voucher within 5 days of travel completion. (See Section 3.13)
3.16.3 Per Diem within 50 Miles (FTR §301-11.1 and FTR §301-11.2)
The employee will not receive per diem if the official travel is within 50 miles of the employee’s
permanent duty station or residence, unless the travel conditions are so severe that returning to
his/her residence would endanger the employee’s health or safety. If the employee’s travel
involves severe conditions or the employee is attending training or a conference, the employee’s
approving official may authorize per diem for official duty in excess of 12 hours when the
official travel location is at least 50 miles from the residence or permanent duty station. A travel
authorization is required whenever per diem is authorized, a rental car is needed, or a common
carrier ticket is authorized (e.g., train). When per diem is not authorized, an employee is
considered to be in a local travel status and a travel authorization is not authorized. Local travel
claims are submitted on Standard Form 1164, Claim for Reimbursement for Expenditures on
Official Business or if using an e-system, in accordance with Bureau/Operating Unit’s policy.
3.16.4 50-Mile Radius
If the employee performs official business at or near the employee’s permanent duty station or
residence, the employee will not receive per diem if the official business is within 50-miles of
the employee’s duty station or residence. Mileage claims for local travel, within a 50-mile radius
of the employee’s residence or official duty station, should be submitted on form SF-1164 or
Bureau equivalent. This travel should be performed within one calendar day and should not
involve an overnight stopover or a per diem claim.
3.16.5 Reimbursable Local Expenses
If an employee performs official local travel during the regular workday, only the transportation
costs exceeding the normal daily commuting costs will be reimbursed. The reimbursable amount
is determined by subtracting the employee’s normal daily commuting cost (e.g., metro fare, bus
fare, car pool expenses) from the employee’s total travel costs for the day.
Alternatively, he/she should use a courier service or taxi if it is more cost effective for the
Government. If an employee normally commutes using transportation such as a vanpool and
must pay regardless of whether he/she rides, the employee is not required to deduct this expense
from the total travel costs for the day and may be fully reimbursed for his/her travel expenses.
3.16.6 Approval for Use of POV (FTR §301-10.300)
If the traveler has approval to use a personally owned vehicle (POV) to travel to an alternate
work site near the employee’s duty station, the employee will be reimbursed the increased cost
incurred not to exceed the mileage allowance for the additional miles driven, plus the increased
tolls and parking fees incurred.
Department of Commerce | Travel Policy Handbook – October 2016 Page 41
For example, if the employee duty station is 10 miles from the employee’s home, and
he/she must travel to an alternate worksite 15 miles from home, the traveler would only be
reimbursed for 5 miles (15 – 10 = 5).
3.16.7 Mileage from Residence/Destination (FTR §301-10.306)
The employee may be reimbursed for mileage from his/her residence to the office or a
designated location to pick up a Government vehicle to be used for travel not requiring overnight
lodging, if the travel to the designated location exceeds the normal commuting cost to the office.
When the cost exceeds the normal commuting cost, reimbursement will be limited to the
increased cost incurred, not to exceed the mileage allowance for the miles driven, plus increased
tolls and parking fees incurred.
3.16.8 Transporting Others (FTR §301-10.305)
The employee may not be directed to provide transportation for other employees using a POV.
3.16.9 Mileage Incurred during Overtime
Mileage reimbursement will not be authorized for travel between the employee’s residence and
actual work site for overtime on regular and non-regular work days or when the employee is
called back from his/her residence for overtime on regular work days.
3.16.10 Limited Reimbursement
Taxi fares, not mileage costs, may be reimbursed in limited circumstances for travel incident to
work that has been ordered outside of normal working hours; however, the employee must have
received notification of unscheduled overtime after reporting to duty. When emergency
overtime is required, taxi fares may be authorized only when the use of public transportation
would subject the employee to substantial personal hazard or safety, and there is no other means
of transportation available.
3.16.11 Non-work day Local Travel
If the employee performs official local travel on a non-work day to an alternate work site, total
travel costs will be reimbursed on a mileage basis without any deductions for regular commuting
costs. An example would be attending a local weekend conference for which authority has been
granted to use a POV.
3.16.12 Approving Local Travel Expenses
Approving officials must ensure that employees are promptly reimbursed for reasonable, out-of-
pocket expenses incurred for official local travel in or around the duty station. Approving
reimbursement for local travel expenses incurred must be made on a case-by-case basis.
3.17 Special Circumstance Travel
3.17.1 Invitational Travel (FTR §301.1.2)
Invitational travel is the authorized travel of individuals that are either a Government (from
another Federal agency) or non-Government employee (as defined under 5 U.S.C. 5703) as
consultants or experts, paid on a daily when-actually-employed basis and for individuals serving
without pay (or at $1 a year) when he/she is acting in a capacity that is directly related to or is in
connection with official activities of the Government. Travel allowances authorized for such
persons are the same as those normally authorized for employees in connection with TDY.
Department of Commerce | Travel Policy Handbook – October 2016 Page 42
Invitational travelers are authorized to travel as Department employees. The invitational traveler
must be conferring on official business or performing a direct service to the Government. Travel
preparers are required to procure common carrier transportation through the Department’s
servicing TMC. When travel for any non-Federal employee is authorized, a note must be entered
on the travel authorization indicating that the traveler is an Invitational Traveler. Before signing
an invitational travel authorization, the AU/O should confirm that steps are being taken to
prevent the invitational traveler's unauthorized purchase of transportation costs with personal
funds. Travel advances can be made available to invitational travelers, but the authorizing
official (AU/O) must ensure that the amount advanced is reasonable under the circumstances and
that a travel voucher is submitted in a timely manner. Travel costs for persons other than Federal
employees may be approved only by the Bureau CFO or Deputy CFO.
3.17.2 Award Recipient Travel
Travel and per diem expenses may be provided to a Departmental award recipient to attend a
major award ceremony (e.g., Presidential award ceremony, the Department’s or Bureau’s annual
award ceremony, or a prestigious honorary award ceremony sponsored by a non-Federal
organization). The travel must be directly to and from the site of the ceremony and must be
performed in accordance with the policies contained in the FTR and this Handbook.
Bureaus may provide reimbursement of travel and per diem expenses for a recipient’s family
member for a federal award ceremony. In addition, at the Bureau’s discretion, travel
reimbursement for more than one individual may be considered in instances where the award
recipient may require assistance because of a disability or other medical need.
One travel authorization shall be issued that covers both the employee and the additional person.
The employee will be responsible for submitting a travel voucher to obtain reimbursement for
his/her travel costs and the additional person.
Honoraria offered in connection with official travel may not be accepted either as a personal
payment to an employee or by the Department as a payment to the Government.
3.17.3 Acceptance of Gift or Bequest for Travel Expenses (FTR §304-5.1)
Before a gift or bequest for travel expenses may be accepted from a non-Federal source, the
designated approving authority must make the determination of acceptance and confirm that:
a. The gift is for attendance at a meeting or similar function. The event need not be “widely
attended.”
b. Travel payment is related to the employee’s official duties.
c. The travel is primarily for the benefit of the Department or Government.
d. The donor is not disqualified due to a conflict of interest.
e. The gift is unsolicited.
Staff should consult the Office of the General Counsel (OGC), Ethics Law and Programs
Division ([email protected]), prior to gift acceptance to verify that the gift may be
accepted.
Form CD-210, Record of Gift or Bequest, must be completed to authorize acceptance of payment
from a non-Federal source for travel expenses. Form SF-326, Semiannual Report of Payments
from a Non-Federal Source, must accompany the CD-210 whenever the payment exceeds $250.
Department of Commerce | Travel Policy Handbook – October 2016 Page 43
Under no circumstances should an employee solicit gifts on behalf of the Department for travel
payments authorized by the FTR. The acceptance of travel benefits must be approved in advance
by the proper acceptance authority.
3.17.4 Payment of Travel Expenses from a Non-Federal Source (FTR Part 304-6)
Payment of travel expenses from a non-Federal source to a traveler may be accepted for all or
part of such travel in accordance with DAO-203-9. In all instances, including where services in-
kind (transportation, hotel accommodations, meals, or training) are furnished in connection with
official travel, these procedures must be followed:
a. Under no circumstances will a Department traveler or authorizing official accept cash for
official travel expenses. Checks should be made payable to the U.S. Treasury,
Department of Commerce, or as specified within the Bureau/Operating Unit, not to the
traveler. The donor, when payment is received in person, must turn in the check to the
appropriate finance office or authorizing official for processing. Normally, expenses
incurred or accepted in-kind should not exceed what would be allowable under this
Handbook.
b. Services in-kind may be accepted from a donor organization. However, accepting lavish
in-kind donations significantly in excess of expenses payable under the FTR, the FAM,
and the JTR for transportation, food, lodging, or other travel-related services for official
travel must be avoided. In this case, the traveler’s per diem or actual subsistence expense
rate shall be reduced or eliminated as appropriate.
c. Employees shall obtain receipts from the donor for all travel gifts received (except
meals), e.g., a hotel bill or copy of an airline ticket, whether paid by check or in-kind as
evidence of the nature and correct value of travel gifts received. As further documentary
evidence, employees are also required to complete and file a travel voucher after a trip
that involves a travel gift even if the trip involved no cost to the Department. A no-cost
voucher must be filed. Refer to DAO-203-9 , Appendix A for administrative
responsibilities and internal operating procedures or the traveler may contact their
respective Gifts and Bequests Manager.
3.17.5 Pre-Employment Interview Travel (FTR Part 301-75)
Pre-employment interview travel costs will only be paid to help recruit highly qualified
individuals. Bureau officials should contact their servicing human resources office for a
determination as to which applicants qualify for the payment of pre-employment interview travel
and transportation expenses. Generally, a vacancy announcement or other official notification
will be issued stating the organization’s intent to authorize travel. The travel authorization must
indicate that potential employees are considered to be invitational travelers. Any reimbursement
limitations must be specifically stated on the interviewee’s travel authorization.
Responsibilities prior to pre-employment interview travel:
a. Provide interviewee with an approved travel authorization;
b. Provide common carrier transportation;
c. Provide interviewee with per diem rates for the locality and a hotel confirmation number
(booked by the TMC);
Department of Commerce | Travel Policy Handbook – October 2016 Page 44
d. Inform the interviewee that he/she is responsible for excess costs and any additional
expenses that he/she incurs for personal preference or convenience; and
e. Inform the interviewee that the Government will not pay for excess costs resulting from
circuitous routes, delays, or luxury accommodations or services unnecessary or
unjustified in the performance of official business.
Responsibilities after pre-employment interview travel:
a. Assist the interviewee in preparing the travel claim;
b. Provide the interviewee with instructions on how to submit the claim including receipts
over $75; and
c. Inform the interviewee that he/she may subject himself/ herself to criminal penalties if he
or she knowingly presents a false, fictitious, or fraudulent travel claim, 18 U.S.C. 287
and 1001.
3.18 Miscellaneous
3.18.1 Rest Stop (FTR §301-11.20)
The FTR requires agencies to strengthen the management and accountability measures related to
the use of other than coach-class accommodations by Federal employees while on official
business travel. Instead of authorizing other than coach-class travel, the Department will
authorize a rest period for travelers if ALL of the below are met:
The traveler’s destination is OCONUS;
Scheduled flight time including stopovers exceeds 14 hours;
Travel is direct or by usually traveled route; and
Travel is via coach-class service
Agencies are required to define what constitutes a rest period. DOC defines a rest period as a
duration of rest not to exceed 24 hours at either an intermediate point en route or at the official
TDY location. The rest period starts at arrival at rest period location and ends at departure from
the approved rest period location. DOC travelers are prohibited from taking personal leave at a
rest stop under all circumstances.
3.18.2 Frequent Traveler Programs
3.18.2.1 Frequent Flyer Miles (FTR §301-53.3)
A traveler may use frequent flyer miles for personal travel or official travel upgrades. However,
choosing not to use the contract carrier because of frequent flyer programs is a violation of the
city-pair contract unless one of the exception requirements listed in the FTR applies and the
travel authorization shows approval to use a non-contract fare. Any expenses/fees involved with
frequent flyer incentive programs are the responsibility of the traveler, not the Department.
3.18.2.2 Frequent Flyer Awards
The Government allows Federal travelers to use frequent flyer award upgrades earned on
personal travel or official trips as long as it does not increase the cost to the Government. Check
with the airline for questions regarding the use of frequent flyer awards/upgrades.
Department of Commerce | Travel Policy Handbook – October 2016 Page 45
3.18.2.3 Upgrades (FTR §301-53.3)
Approval by the employee’s approving official is not necessary if an upgrade to other than
coach-class for official Government travel is made by using earned frequent flyer miles. The
Government-issued travel card cannot be used to purchase upgrades.
3.18.2.4 Ancillary Fees
The Department will not reimburse ancillary fees. Ancillary fees include, but are not limited to:
priority boarding, airport club lounge, headsets, and pillows/blankets.
3.18.3 Charter Transportation
The Bureau CFO must submit a memorandum of request for charter arrangements to the STO 30
days prior to scheduled departure date. The memorandum must include a compelling
justification for use and a detailed cost analysis. If these arrangements require assistance from
OAM, the TMC, or OGC, collaboration should be completed prior to submitting request to the
STO for approval. Failure to comply with any of the above-mentioned requirements may result
in denial of reimbursement.
STO approval is not required to charter helicopters or other small aircraft for short flights to
move personnel or equipment during the course of normal field activities.
3.18.4 Use of Personal Funds (FTR §301-72.201)
A memorandum of request for the use of personal funds to pay for common carrier transportation
exceeding $100 must be submitted to the appropriate Bureau CFO or Deputy CFO. The
memorandum of request must be submitted by the AO and include a justification, a copy of the
travel authorization, the passenger’s ticket receipt showing form of payment, and the original
travel voucher or reclaim travel voucher.
3.18.5 Voluntarily Vacating Airline Seats Employees who voluntarily vacate their airline seats may keep the payment only if the traveler
meets the following conditions:
If voluntarily vacating the seat will not interfere with the employee performing his/her
official duties; and
If additional travel expenses, incurred as a result of vacating the seat, are borne by the
employee and are not reimbursed; but
If volunteering delays the employee’s travel during duty hours, the Department may
charge you with annual leave for the additional hours.
3.19 Reporting
The required travel reports may be found in (Appendix H).
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Department of Commerce | Travel Policy Handbook – October 2016 Page 47
SECTION 4 – RELOCATION ALLOWANCES
NOTE: Minimal changes have been made to the Department relocation policy at this time. This
section will be updated in conjunction with new relocation processes currently in the testing
phase.
4.1 Applicability
Relocation allowances may only be authorized and reimbursed under the following
circumstances:
a. To help recruit highly qualified individuals for hard-to-fill positions; or
b. When the move is advantageous to and in the best interest of the Government; or
c. When relocation is being authorized as part of an Intergovernmental Personnel Act (IPA).
4.2 General Rules
The governing policies for relocation allowances are implemented based on existing laws,
Executive Orders, and mandatory regulations of control agencies. This section of the
Department Travel Handbook supplements those portions of the FTR, which pertain to the
temporary and permanent change of station travel. The Handbook does not cover all the
expenses that may be involved in relocation. All Department employees must adhere to the
policies and procedures set forth in this Handbook when executing relocation travel on behalf of
the Department.
4.3 Qualifications
Bureau/Operating Unit authorizing officials must contact their servicing Human Resources
Office to determine which applicants qualify for relocation allowances. Once it has been
determined that an individual qualifies for relocation allowances, the hiring official must decide
what expenses will be paid based on the requirements and entitlements in the FTR. When an
employee transfers between Federal agencies, it is the responsibility of the gaining agency to pay
for the relocation expenses unless there is a specific agreement in place between the agencies
that states otherwise.
4.4 Eligibility (FTR §302-1.1)
Foreign Service Officers or Federal employees transferred under the rules of the Foreign Service
Act of 1980 (as amended) are not eligible for relocation expense allowances covered in this
section. Any employees whose pay and allowances are covered under title 37 U.S.C. are not
covered.
The employees listed below are eligible for subsistence and transportation allowances for
permanent change of station (PCS) travel:
a. A new appointee appointed to your first official station (as discussed in this chapter);
b. An employee transferring in the interest of the Government from one agency or duty
station to another for permanent duty, and your new duty station is at least 50 miles
distant from your old duty station (refer to (FTR §302-2.6) of this chapter);
c. An employee performing travel in accordance with your overseas tour renewal agreement
(refer to (FTR §302-3.209 through FTR §302-3.224) of this chapter);
Department of Commerce | Travel Policy Handbook – October 2016 Page 48
d. An employee returning to his/her place of residence after completion of a prescribed tour
of duty for the purposes of separation from Government service or separation from the
overseas assignment to the same or different Government agency;
e. A student trainee assigned to any position upon completion of college work;
f. An employee eligible for a “last move home” benefit upon separation from the
Government (and your immediate family in the event of your death prior to separation or
after separation but prior to relocation);
g. A career appointee to the Senior Executive Service (SES) as defined in 5 U.S.C.
3132(a)(4), and a prior SES appointee who is returning to your official residence for
separation and who will be retaining SES retirement benefits; or
h. An employee that is being assigned to a temporary duty station in connection with long-
term assignment.
NOTE: The following eligible employee examples per (FTR §302-1.1) are not applicable to
Department of Commerce:
a. An employee of the United States Postal Service transferred for permanent duty, under
39 U.S.C. 1006, from the Postal Service to an agency as defined in 5 U.S.C. 5721; and
b. A Department of Defense overseas dependents school system teacher.
4.5 Delegation
Secretarial Officers, Heads of Departmental Offices, and Heads of Bureaus/Operating Units
reporting directly to the Secretary can approve and/or re-delegate the authority to approve. This
delegation must be appointed in writing, reviewed/updated annually and a consolidated list sent
to the STO. Authorizing Officials responsibilities are listed in the following table:
Topic Responsibilities
Extension Designees must ensure that an extension of the one-year time
limitation for completing residence transactions does not exceed two
years.
Waiver Limitations Designees must approve a waiver of limitations for employees
relocating to/from isolated areas when it’s determined that the
limitation would cause an undue hardship on the employee.
Designees must approve and ensure the respective CFO approves any
waiver request to relieve an employee of debt for relocation expenses
when an employee does not remain in Government service for twelve
months following the date of appointment.
Designees must approve any waiver request for cases of extreme
hardship in meeting the 90-day waiting period in which an employee
must independently market their home.
Expenses Designees must authorized payment of relocation expenses.
New ODS is less than
50 miles from old
ODS
Designees must authorized relocation expenses when the new official
station is less than 50 miles from the old official duty station and it’s
determined to be in the best interest of the Government.
Department of Commerce | Travel Policy Handbook – October 2016 Page 49
4.6 Approvals
The Department, Bureau/Operating Unit head or his/her designee must approve relocation
expenses, and must ensure that all TAs are properly prepared and in accordance with applicable
FTR, JTR, FAM, the Department, and internal regulations.
4.7 Relocation Travel Authorizations
A signed service agreement, approved CD-29, Travel Authorization and a CD-150, Request for
Authorization of Travel and Moving Expenses must be issued to the relocating employee prior to
incurring any expenses. The CD-29 and CD-150 should be completed, approved, and issued at
least six weeks prior to the enter-on-duty date (EOD). This requirement covers all relocation
authorizations with the exception of a Temporary Change of Station (TCS).
Higher OCONUS
Mileage Rate
Designees must authorize higher mileage rates, but it must not exceed
the maximum rate prescribed by the GSA.
Daily Driving
Distance
An exception to the daily minimum driving distance when there is a
delay beyond the employee’s control such as acts of nature,
restrictions by Government authorities, or reasonable
accommodations. The Department’s minimum driving distance is set
at an average of 300 miles per day. Refer to FTR §302-4.704.
Extensions Extensions of Temporary Quarters Subsistence Expense (TQSE)
beyond 60 days. If it is determined that there is a compelling reason
for the employee to continue occupying temporary quarters beyond
60 consecutive days, an extension of up to 60 additional days in
intervals determined by bureau policy. There is no authority to
exceed 120 days.
Extensions of temporary storage beyond 90 days NTE 150 days may
be authorized in intervals determined by your bureau, when justified
in accordance with FTR Part 302-7.
POV Transportation of a POV to a post of duty OCONUS subsequent to
the time of assignment.
Transportation of a POV within the CONUS when it is determined to
be advantageous to the Government.
This authority cannot be re-delegated.
Remote/Isolated
Areas
The Department may consider waiving limitation for employees
relocating to/from remote or isolated areas when the employee can
prove the limitation poses an undue hardship and as long as approval
has been granted by the Secretarial Officer, Heads of Departmental
Offices, or Heads of Operating Units reporting directly to the
Secretary (or their designees)
Extension Designees must ensure that an extension of the one-year time
limitation for completing residence transactions does not exceed two
years.
Department of Commerce | Travel Policy Handbook – October 2016 Page 50
4.8 Relocation TA Amendments
As a general rule, after an employee travels, the Bureau/Operating Unit cannot retroactively
amend an employee’s travel authorizations to increase or decrease an employee’s entitlement
unless the TAs were clearly erroneous due to administrative error. Those circumstances are:
a. There is an error on the face of the authorizations; and
b. The authorizations do not conform to applicable statutes and regulations.
4.9 Service Agreement (FTR§302-2.13)
Relocation candidates are required to sign a service agreement (CD-150). The employee will
also be required to sign a disclosure statement, which is included on the CD-150 acknowledging
whether the employee or domestic partner will receive relocation expenses paid by another
Government agency or a private source. Temporary change of station (TCS) and SES last move
home are not required to sign a service agreement.
If an employee violates his/her service agreement for reasons within the employee’s control,
there will be no reimbursement of relocation expenses. Any reimbursements that have already
been made to the employee or on behalf of the employee become a debt due to the Government
and must be repaid immediately. If it is determined that the violation of the service agreement
occurred for reasons beyond the employee’s control, the agency may waive any relocation debt
incurred on the employee’s behalf. To request a waiver of debt for relocation expenses, a
memorandum specifying the reasons beyond the employee’s control that are acceptable to the
Bureau/Operating Unit must be submitted by the authorizing official through the
Bureau/Operating Unit approval chain, and submitted to the Bureau CFO for approval.
4.10 Authorized Expenses
Relocation expense reimbursement may be offered when it is in the best interest of the
Government to fill a job vacancy, especially for a critical shortage position, that will enable the
Government to hire a highly qualified individual for a hard-to-fill position. Relocation expenses
that are not authorized or are allowable will not be reimbursed. Discretionary allowances should
be authorized when they benefit the Government. A request for authorization of relocation
expenses must be approved on a TA before any expenses are incurred. The following types of
discretionary expenses must be specifically authorized on the relocation travel authorization and
include specific time limitations:
Table 1a: New Appointees: Entitlements Relocation Allowance CONUS OCONUS
Transportation for employee and immediate family members (FTR §302-
4.100)
X X
Per Diem employee only (FTR §302-4.200) X X
Transportation and temporary storage of household goods (FTR §302-7) X X
Extended storage of household goods (Allowed for isolated duty station
only) (FTR §302-8) X X
Transportation of a mobile home or boast used as primary residence in
lieu of the transportation of household goods (FTR §302-10.1) X
Table 1b: New Appointees: Discretionary Relocation Allowance CONUS OCONUS
Shipment of Privately Owned Vehicle (POV) X X
Temporary Quarters Subsistence Expense (TQSE) X
Department of Commerce | Travel Policy Handbook – October 2016 Page 51
Temporary Quarters Subsistence Allowance (TQSA) X
House-hunting Trip X
Foreign Transfer Allowance (FTA) X
Miscellaneous Expense Portion of FTA X
Use of Relocation Service Companies X
Home Marketing Incentives X
Table 2a: Transfer Employees: Entitlements
Relocation Allowance
BE
TW
EE
N
CO
NU
S
BE
TW
EE
N
OC
ON
US
FR
OM
CO
NU
S T
O
OC
OU
NS
FR
OM
OC
ON
US
TO
CO
NU
S
Extended storage of household goods X
Extended storage of household goods (only to a designated
isolated duty station) (FTR §302-8.100) X X X
Miscellaneous expenses X X X
Miscellaneous moving expenses X
Relocation Income Tax Allowance (RITA) (FTR Part 302-
17) X X X X
Sell or buy residence transaction or lease termination
expense X X X
Temporary Quarter Subsistence Expense (TQSE) X X X
Transportation and per diem for employee and immediate
family members (FTR §302-4.100) X X X X
Transportation and temporary storage of household goods X X X X
Transportation of a mobile home or boast used as primary
residence in lieu of the transportation of household goods
(FTR Part 302-10)
X
Department of Commerce | Travel Policy Handbook – October 2016 Page 52
Table 3a. Entitlement Relocation Allowance
Ret
urn
fro
m
OC
ON
US
to
Res
iden
ce
Sep
ara
tio
n
La
st M
ov
e
Ho
me
Sep
ara
tio
n -
SE
S
To
ur
Ren
ewa
l
Ag
reem
ent
Per Diem employee only (FTR Part 302-4) X X X
Transportation and temporary storage of household goods
(FTR Part 302-7) X X
Transportation of a mobile home or boast used as primary
residence in lieu of the transportation of household goods
(FTR Part 302-10)
X X
Transportation for employee and immediate family
members (FTR §302-4.100) X X
Table 3b. Discretionary Relocation Allowance
Shipment of Privately Owned Vehicle (POV) (FTR Part
302-9) X X
Table 2b: Transfer Employees: Discretionary
Relocation Allowance
BE
TW
EE
N
CO
NU
S
BE
TW
EE
N
OC
ON
US
FR
OM
CO
NU
S T
O
OC
OU
NS
FR
OM
OC
ON
US
TO
CO
NU
S
Foreign Transfer Allowance (FTA) X
Home Marketing Incentives (FTR Part 302-14)
*When transfer is to Alaska or Hawaii. X X*
House-hunting per diem and transportation for employee and
spouse only (FTR Part 302-5) X
Miscellaneous Expense Portion of FTA
Shipment of Privately Owned Vehicle (POV) (FTR Part 302-
9) X X X X
Temporary Quarters Subsistence Allowance (TQSA) (FTR
Part 302-6) X X
Temporary Quarters Subsistence Expense (TQSE) (FTR Part
302-6)
*Not authorized in a foreign area, check DSSR for
eligibility.
**When transfer is to Alaska, Hawaii or a U.S. territory
TQSE may be allowed.
X
Use of Relocation Service Companies
*Authorized when transfer to Alaska or Hawaii. X X*
Property Management Services X X
Department of Commerce | Travel Policy Handbook – October 2016 Page 53
4.11 Time Limts (FTR §302-2.110)
Employees must complete all aspects of relocation within one year from the effective date of
their appointment. An extension of up to one additional year may be granted for residence
transactions for reasons beyond the employee’s control and are acceptable to the agency.
Acceptable reasons would include but are not limited to the inability to locate adequate
housing due to the real estate market, acts of Nature, delays of overseas shipments, or active
military duty or furlough. Employees who are granted an extension must complete all aspects
of their relocation travel within two years.
4.12 Travel Advances
Travel advances will be allowed based on the entitlements as listed in the FTR. If it becomes
necessary to issue travel advances, the Bureaus/Operating Units are responsible for
establishing internal policies and procedures for the disbursement of relocation travel advances
in accordance with the FTR.
4.13 Temporary Change Station (TCS) (FTR §302-3.400)
A TCS will be authorized as necessary to accomplish the Department’s mission effectively
and economically when an employee is directed to perform an assignment at an alternate duty
station for a period of not less than six months and no more than 30 months. A cost savings
must be realized for a temporary change of station in lieu of a long term TDY. A cost
comparison is required that would compare the total cost of long-term TDY travel versus the
TCS. The cost comparison must be submitted in writing with the TA. A temporary change of
station will not be authorized for any distances less than 50 miles from the employee’s official
duty station.
4.13.1 TCS HHG
Extended storage of household goods (HHG) may be allowed to assist the employee in
protecting their personal items during a TCS. Extended storage of HHG for a TCS may be
authorized when the employee cannot take their personal effects to the temporary duty station
location or they cannot be used at the temporary duty station. For OCONUS only: AU/Os
may approve extended storage of HHG for a temporary change of station when it is more
economical than transporting the HHG to the temporary duty station or if it is in the best
interest of the Government.
4.13.2 TCS Exceeding 30 Months
If an employee is permanently assigned to a temporary duty station (assignments exceeding 30
months) the Department must either permanently assign the employee to the temporary duty
station or return them to the official station. The Department must pay the expenses for
returning the employee to the official station unless the determination has been made to
permanently assign the employee to the temporary duty station. There will be no
reimbursement for extended storage of household goods or property management services
beyond 30 months. Refer to FTR §302-3.426 and FTR §302-3.427 regarding the payment of
TCS expenses when an employee is permanently assigned to a temporary duty station.
Department of Commerce | Travel Policy Handbook – October 2016 Page 54
4.13.3 TCS for Long-Term Assignment
A TCS may be authorized for a long-term assignment after considering the following factors:
a. Cost considerations – the total cost of per diem, transportation, and miscellaneous
expenses for a long-term assignment as compared to the total cost of paying allowable
expenses for a TCS; and
b. Employee concerns – when an employee has been directed to report to a long-term
assignment, there can be issues with morale and job performance because the
employee is away from their family. A TCS could allow for the family members to
accompany the employee to the TCS.
4.14 Allowances for Subsistence and Transportation
4.14.1 Per Diem (FTR §302-4.200 Subpart C-Per Diem)
For travel Outside the Continental United States (OCONUS), per diem allowances for en route
relocation travel between the old (CONUS or OCONUS) and new (OCONUS) official stations
will be at the applicable locality rate. En route travel follows the same rules as temporary duty
travel. When lodging is not required, the M&IE standard CONUS rates apply; however, lodging
costs will not be paid.
4.14.2 Transferred Employees (FTR §302-4.204)
The employee’s spouse or domestic partner may receive three-fourths of the employee’s daily
per diem during the PCS travel. If traveling in one or more POV, and the same route and day,
the spouse/domestic partner is considered accompanied for per diem purposes.
Eligibility Rate of Pay
Immediate Family Age 12 or older Three-fourths the Traveler’s per diem rate
Children under 12 One-half the Traveler’s per diem rate
4.15 Transportation
4.15.1 POV Driving Distance (FTR §302-4.400)
Employees performing relocation travel must adhere to a reasonable minimum driving distance
when traveling by a POV. The employee must drive an average of 300 miles per day. When a
POV is authorized, the distance between the old and new duty stations must be less than 250
miles.
In order to determine how many per diem days to authorize for en route travel, divide the
average number of miles 300 each day by the total number of miles from the old duty station to
the new duty station. Exceptions to the minimum daily driving requirements include but are not
limited to reasonable accommodations, an incapacitating illness, weather-related delays, acts of
Nature, or other delays that are beyond the employee’s control.
4.15.2 Exceptions to Driving Distance (FTR §302-4.401)
Authorizing Officials must approve all exceptions to the minimum daily driving requirements.
Exceptions to the minimum driving distance must be specifically authorized and justified on
the travel authorization or post approved on the travel voucher.
Department of Commerce | Travel Policy Handbook – October 2016 Page 55
4.15.3 Use of More Than One Privately Owned Vehicle (POV)
4.15.3.1 One or More POV Used (FTR §302-4.500 and FTR §302-4.501)
One POV is authorized as being advantageous to the Government. Use of no more than two
POVs may be approved when authorized on the TA under one of the following exceptions:
a. Immediate family and luggage cannot reasonably fit in one vehicle;
b. Age, physical condition, or other medical need requires reasonable accommodations;
c. The employee is required to report to new official station before the immediate family,
whose delay is acceptable such as completion of school term, sale of property,
settlement of personal business affairs, disposal or shipment of household goods, and
temporary unavailability of adequate housing at the new official station;
d. A member of the immediate family performs unaccompanied travel between
authorized points other than those for the employee’s travel; or,
e. Immediate family members must be at the new official station, for acceptable reasons
such as school enrollment, prior to employee reporting date.
4.16 Allowance for House Hunting Trip (HHT) Expenses (FTR 302-5 Subpart A)
4.16.1 HHT (FTR §302-5.1)
House hunting trips are discouraged. However, when it is determined to be in the best interest
of the Government, a HHT may be authorized. Expenses for child/pet care services are not
reimbursable. House hunting trips should not begin until the employee has a current appraisal
of the residence to be sold at the old official duty station and they have an approved signed
travel authorization and service agreement. HHT must not exceed 10 calendar days. New
appointees are not eligible for HHT expenses allowance.
4.16.1.1 Rent Back Option
If an employee sells his/her residence, he/she may not lease it back from the new owner and
claim TQSE for the period occupied. The employee must vacate the residence before claiming
TQSE.
4.16.2 Use of Common Carrier or POV (FTR §302-5.14)
When using common carrier transportation, a compact rental car may be authorized. Taxi fare
reimbursement is limited to transportation between the common carrier terminals and the
residence at the old duty station or place of lodging at the new duty station. This is limited to
one round trip. Common carrier must be used for any trip with a distance greater than 250
miles. Mileage reimbursement to the airport or in conjunction with authorized POV use will be
at the current IRS/GSA mileage rate.
4.17 Allowance for Temporary Quarters Subsistence Expenses (TQSE) (FTR Part 302-6)
4.17.1 General Rules (FTR §302-6.303)
The Department will abide by FTR in regards to factors to consider in determining whether the
TQSE allowance is actually necessary. All Department employees must adhere to the policies
and procedures set forth in this Handbook when executing relocation travel on behalf of the
Department. TQSE is applicable to transferees only.
Department of Commerce | Travel Policy Handbook – October 2016 Page 56
4.17.2 Approvals The authorizing official shall make the final determination as to whether the payment of
Temporary Quarters Subsistence expenses is appropriate and in the best interest of the
Government. Each Bureau/Operating Unit has the option of determining whether they will offer
the option of a lump sum amount for Temporary Quarters Subsistence. An offer of a lump sum
amount in lieu of the actual TQSE reimbursement method should only be made when it is in the
best interest of the Government. Justification for allowing payment of TQSE at other than the
old and/or new official duty station must be shown on the travel authorization.
4.17.3 Length of Time
The authorizing official will determine the appropriate length of time for TQSE. Initially,
TQSE may be authorized for up to 60 consecutive days (30 day increments). If it is determined
that there is a compelling reason for the employee to continue occupying temporary quarters
beyond 60 consecutive days, an extension of up to 60 additional days in intervals determined
by your Bureau may be authorized not to exceed 120 days. TQSE will not be paid for a period
exceeding 120 days. Whenever a house-hunting trip is taken, the length of time for TQSE will
be reduced to 30 days maximum, unless there are extenuating circumstances. In extenuating
cases, an additional 15 days may be requested. The authorizing official will determine whether
quarters are temporary.
4.17.4 Lease Agreement (FTR §302-11.320)
If an employee signs a long-term lease on an apartment or house, he/she cannot claim
occupancy of the leased property as temporary quarters for the period authorized for TQSE.
The quarters must be rented on a temporary basis to qualify for TQSE. By signing the CD-
150, employees are attesting that quarters are temporary and will not become their permanent
residence. If it is determined that temporary quarters (TQ) become the employee’s permanent
residence, any money advanced to the employee for TQ must be returned to the agency.
4.17.5 Other Lodging Arrangements
Payments of lodging to relatives and/or friends are not reimbursable unless there is proof that
housing the employee and/or family members resulted in an increased cost in utilities or other
measurable expenses to the relative or friend. It is not reasonable for employees to agree to pay
relatives the same amounts they would have to pay for lodging in a commercial establishment.
4.18 Actual TQSE Method of Reimbursement
4.18.1 TQSE Claims (FTR §302-6.100)
To claim actual TQSE, employees must itemize expenses on Form CD-372, Expense Record
for Temporary Quarters. The form must be attached to the CD-370, Travel Voucher, to
support the temporary quarter’s expenses being claimed. Receipts are required for all lodging,
laundry, and dry cleaning expenses, except when coin-operated facilities are used.
4.18.2 Authorized (FTR §302-6.104)
TQSE is authorized as follows:
a. Initial period of TQSE: The authorization for TQSE and the length of time for
occupancy shall be authorized in advance on the employee’s travel authorization.
Department of Commerce | Travel Policy Handbook – October 2016 Page 57
All breaks in TQSE must be explained on the travel voucher or on the CD-372,
Expense Record for Temporary Quarters;
b. Additional time of TQSE: Extensions are not automatic. Travel authorizations must
be amended to indicate extensions of TQSE. Authorizations to extend TQSE and the
number of days authorized must not exceed 15-day increments. Additional time will
be authorized only in circumstances where there are compelling reasons beyond the
employee's control.
4.18.3 Extensions (FTR §302-6.105)
Compelling reasons for an extension of TQSE can be found in the FTR. The following are
NOT considered compelling reasons to extend TQSE:
a. Poor housing market (as opposed to inadequate housing conditions);
b. General economic conditions of the old or new official duty station;
c. Personal financial concerns of the employee, e.g., a desire to receive a reimbursement
or capital gain in a different tax year;
d. Inability, for whatever reason, to sell residence;
e. The spouse's continued employment in the old area, which delays the movement of
the family to the new area;
f. The children's continued attendance at school(s) in the old duty location, which
delays the family's move;
g. Inability to locate permanent quarters (rental, lease, or purchase) in an area of
moderate housing, due to personal preferences and decisions;
h. Acceptance of an extended possession date at the time the contract for permanent
quarters was signed.
4.18.4 Lump Sum Reimbursement for TQSE (FTR §302-6.201)
The TQSE lump sum calculation is 30 days. The following factors should be considered before
offering an employee a lump sum reimbursement option for TQSE:
Overall cost of the lump sum reimbursement options as compared to the estimated
expenses that would be incurred for the actual amount;
Expected length of TQSE;
Ease of administration; and
Treatment of the employee.
If the employee is offered a lump sum amount for TQ, the employee may choose between the
actual and lump sum amount reimbursement. The employee’s decision must be indicated on the
travel authorization and may not be changed at a later date. Lump sum amount TQSE is limited
to 30 days, but may be authorized for less than 30 days. No extensions are allowed under the
lump sum reimbursement option. No extensions are authorized under this payment option.
Department of Commerce | Travel Policy Handbook – October 2016 Page 58
4.19 Fixed Amount Reimbursement
4.19.1 Fixed Amounts
There are several advantages under the fixed amount reimbursement method:
a. The employee can be reimbursed for the full amount as soon as the residence is vacated;
b. No receipts are required;
c. The employee does not have to incur the expense to be reimbursed; and
d. The employee will be reimbursed even if he/she does not occupy temporary quarters
for the full period.
4.19.2 Number of Days
The traveler authorizing official negotiates with the employee to determine the number of days
of TQSE received under the fixed amount reimbursement method, providing the number of days
does not exceed 30 days.
4.19.3 Method Used
The employee may be authorized TQSE under the fixed amount reimbursement method, if the
employee is moving to a location where there are assigned Government furnished quarters, as
long as the number of days are reduced to the number of days that Government quarters are
not provided.
4.19.4 Old/New Duty Station
If the employee’s family remains at the old residence and the employee relocates to the new
duty station, the employee will not be paid TQSE for his/her family until the family vacates the
old residence; thus, the entitlement will be limited to only the employee.
If the employee is offered a fixed amount for TQSE, he/she may choose between the actual and
fixed amount reimbursement. The employee’s decision must be indicated on his/her travel
authorization and may not be changed at a later date. Fixed amount TQSE is limited to 30 days,
but may be authorized for less than 30 days. No extensions are allowed under this method.
4.20 Transportation and Temporary Storage of Household Goods, Professional Books,
Papers, and Equipment (PBP&E) and Baggage Allowance (FTR Part 302-7)
4.20.1 Expense Method
The Department uses the Actual Expense Method whenever the GSA cost comparison
indicates a $100 or more cost savings. The responsibility for the shipment of household goods
will be determined by the Bureau/Operating Unit Point of Contact (POC).
4.20.2 Approvals
The table below outlines the authorizing officials’ responsibilities for approving Shipment and
Storage of Household Goods (HHG):
Topic Responsibilities
Transportation and
Payment
AU/O will approve the use of a commuted rate or actual expense
for the transportation and payment of HHG, Professional Books
Papers, and Equipment (PBP&E), and temporary storage.
Department of Commerce | Travel Policy Handbook – October 2016 Page 59
Topic Responsibilities
AU/O may authorize any temporary storage in excess of the
initial 60-day limit NTE 150 days. The initial 60 days of
temporary storage may be extended for an additional period of up
to 90 days or a portion thereof if warranted. An extension may
be requested by sending a memo to the bureau-designated
individual. Refer to FTR §302.7.10 for circumstances that could
justify an extension.
Shipment AU/O will determine whether the shipment of PBP&E will be
shipped as an agency administrative expense and must be
specially authorized on the TA.
AU/O shall determine whether the shipment of HHG should be
performed under the actual expense method (through a
Commercial Bill of Lading) or the commuted rate (employee
handles the shipment). The method chosen must be in the best
interest of the Government. Factors to consider when choosing
the method of shipment would include the cost of each method,
the ease of administration for the method chosen, and the
increased liability that is assumed by the employee under the
commuted rate method.
When authorized, shipping PBP&E should be included as part of
the HHG shipment. The combined weight of the HHG in
combination with the PBP&E may not exceed 20,000 pounds net
weight (which allows for up to 2,000 pounds for packing
materials). PBP&E may be shipped as an administrative
expense.
Unaccompanied Air
Baggage (UAB)
AU/O may approve the shipment of UAB when in connection
with a permanent change of station for OCONUS transfers,
renewal agreement travel, and temporary change of station. An
UAB shipment may be authorized prior to transferring from a
CONUS location to an OCONUS location, between OCONUS
locations, or from an OCONUS location to a CONUS location.
UAB for CONUS to CONUS shipments is not allowed.
The method chosen must be in the best interest of the
Government. Factors to consider when choosing the method of
shipment would include the cost of each method, the ease of
administration for the method chosen, and the increased liability
that is assumed by the employee under the commuted rate
method.
Department of Commerce | Travel Policy Handbook – October 2016 Page 60
4.20.3 Excessive Cost The employee is responsible for any excess costs or charges relating to the shipment or storage
of HHG. The Bureau/Operating Unit Finance Office receives an invoice from the shipping
company, which undergoes a mandatory audit by a third party. The audit may reveal excess
charges that were not allowable or authorized. The Finance Office will pay the invoice in full
and bill the employee for any overages through customary Bureau/Operating Unit billing
procedures.
4.20.4 Assembly
The employee must disassemble and reassemble, before and after moving, the following items:
ice maker, swing sets, outdoor playground equipment, television and radio antennas, satellite
dishes, storage sheds, gas dryers, pool tables, hot tubs, water beds, and dog kennel/dog run. If
the employee is not qualified to complete this task, a certified technician may be hired and the
charge may be claimed as part of the miscellaneous expenses on the travel voucher.
4.21 Claims for Lost or Damaged Household Goods (FTR §302-7.12)
4.21.1 Lost/Damaged HHG
For lost or damaged household goods, the employee must first submit a claim to the carrier by
certified mail, return receipt requested. This can be accomplished by contacting the delivering
carrier to acquire claim forms and a visit from the carrier's representative to inspect and verify
loss or damage. Additionally, the employee should mail a follow-up letter to the carrier. If
loss or damage is observed as the carrier unloads and unpacks, the letter must be postmarked
within five working days after delivery of the employee’s household goods. If loss or damage
is discovered by the employee while unpacking or after the carrier has completed delivery, the
letter must be postmarked within 15 calendar days after the delivery of the household goods.
4.21.2 Claims
The responsibility for advising employees on the Government’s liability for any lost or damage
claims under 31 U.S.C. 3721-3723 shall be determined at the Bureau/Operating Unit level. If
the employee determines loss or damage upon delivery, he/she must note the incident on the
inventory and have the carrier’s driver also sign. If the driver refuses, or if the loss or damage is
discovered later, the employee should immediately call the carrier’s destination agent and
request a representative to verify the loss and/or damage. Further the employee must promptly
prepare a list of the lost or damaged items with the following information for each:
a. Carrier’s inventory number;
b. Description of item(s);
c. Description of damage or statement of loss;
d. Estimated purchase date and cost of the lost or damaged article(s);
e. Repair or replacement costs; and
f. Estimated weight.
4.21.3 Settlement
If the employee is not satisfied with the carrier settlement, a claim can be filed with the
Government under the Military Personnel and Civilian Employees Claims Act of 1964 (31
3721). The employee must complete Form CD-224, Employee Claim for Loss of or Damage
to Personal Property. Follow the procedures established in DAO 203-17 for filing claims.
Department of Commerce | Travel Policy Handbook – October 2016 Page 61
Employees should also refer to the General Services Administration (GSA) pamphlet entitled
"Shipping Your Household Goods," Part 7: Claims and Complaints, for further information on
filing claims. Also refer to Handbook for Relocating Federal Employees.
4.21.4 Shipment via CBL
If the employee’s shipment was made via the commercial bill of lading (CBL) method, the
carrier is required to acknowledge claims within 10 days after receipt. If shipment was made
via the commuted rate system, the carrier is required to acknowledge claims within 30 days
after receipt. The carrier is required to pay, decline, or offer a compromise settlement within
120 days after receipt unless there are reasons beyond its control, which prevent settlement.
4.21.5 Authority
Bureau/Operating Unit claims officers have the authority to process claims and submit
vouchers for payment. All claims equal to or exceeding $5,000 will be forwarded to the
Department's Assistant General Counsel for Administration and Transactions for final review.
Upon notification of the Office of General Counsel's approval, the claims officer will submit a
voucher for payment.
4.22 Household Goods and Personal Effects Transported Within CONUS
4.22.1 HHG and Personal Effects
Household goods and personal effects allowable for transport at the Government’s expense
include household furnishings, equipment and appliances, furniture, clothing, books,
snowmobiles and vehicles with two or three wheels (not to exceed 18,000 pounds).
4.22.2 Employee Responsibilities
The employee must carefully watch the carrier pack, inventory, and load his/her household
goods. The employee will receive a complete copy of the carrier’s inventory form. Notations
should be made on the inventory form regarding any disagreement with the carrier’s evaluation
of the condition of the household goods before the employee signs the inventory form.
If the employee is claiming full valuation and there are any items of exceptional value, he/she
should make certain that a copy of a bona fide, current appraisal is attached to the inventory copy
being retained.
The moving company will unpack household goods upon request. This consists of unpacking
the items and placing them on counter top, or tabletops, etc. The moving company is only
required to place furniture one time. Damage or loss should be noted on the delivery receipt
before the employee signs. The carrier’s driver should co-sign the notation. The carrier is also
responsible for removing all the debris from unpacking.
Do not include the following in the household good shipment:
a. Automobiles, trucks, vans, and similar motor vehicles; large boats; airplanes;
gliders; mobile homes; camper trailers; and farming vehicles; outboard motors;
major vehicle parts such as engines;
b. Live animals, birds, fowls, and reptiles;
c. Cord wood and building materials;
Department of Commerce | Travel Policy Handbook – October 2016 Page 62
d. Property for resale, disposal, or commercial use rather than for use by the employee
or the immediate family;
e. Property liable to impregnate or otherwise damage equipment or other property
(e.g. hazardous articles including explosives, flammable and corrosive materials,
poisons, etc.);
f. Articles that cannot be taken from the premises without damage to the article or
premises; and
g. Perishable articles including frozen foods, articles requiring refrigeration, or
perishable plants unless:
i. Shipment is to be transported not more than 150 miles and/or
delivery accomplished within 24 hours from the time of loading;
ii. No storage of shipment is required; or,
iii. No preliminary or en route servicing or watering or other preservative
method is required of the carrier.
4.23 Shipment of Household Goods To and From OCONUS
4.23.1 Common Carrier Rates
If door-to-door common carrier rates are not applicable, allowable costs include the actual
costs of drayage, to and from the common carrier, for goods not in excess of the authorized
weight.
4.23.2 Allowable Expenses
Packing, crating, and transportation allowable expenses include expenses incurred in hiring,
transporting, and packing lifting vans when shipments are made in whole or in part by water,
but do not include charges in connection with any shipment or storage of empty lift vans or
import duties on lift vans.
4.23.3 Valuation
The valuation of property, as declared for shipping, will not exceed that to which the lowest
freight rates apply. An employee may declare excess valuation, above the minimum permitted,
if he/she assumes all additional expenses as a result of the excess valuation including the cost
of insurance needed to protect the higher valuation.
4.23.4 Allowable Transportation The allowable transportation and related services may be obtained from any available
commercial carrier, except, all shipments of property by water shall be made on ships
registered under the laws of the United States whenever such ships are available.
4.23.5 Shipments
Commercial shipments will be made on bills of lading or purchase authorizations whenever
possible; otherwise, reimbursement shall be made to the employee for transportation expenses
actually and necessarily incurred within the limitations prescribed by this section. If the
services rendered cover, in addition to transportation, other services such as packing, crating,
drayage, unpacking, and temporary storage, the total charge for the services shall be itemized
to show the specific charge for each service.
Department of Commerce | Travel Policy Handbook – October 2016 Page 63
4.24 Allowances for Extended Storage of Household Goods (HHG) (FTR Part 302-8)
4.24.1 Temporary Storage (FTR §302-8.1)
The maximum number of temporary storage days the Government will pay for is 150. If a
shipment is in storage past 150 days, it will be converted to commercial storage and the
insurance coverage, under the Government contract, will terminate. The employee is still
entitled to a delivery out of storage at the Government’s expense even if the time in storage
exceeds 150 days, as long as the delivery is prior to the ending date of the one-year period
allowed for completion of a PCS. The only exception to this time limit is if an extension is
granted for the relocation.
4.24.2 Storage Beyond 30 days
Storage of household goods beyond 30 days is treated as a taxable income item and is
reportable. This is reported as taxable income paid to a 3rd party.
4.24.3 Storage 90 days Extended
The initial 90 days of temporary storage may be extended for an additional 90 days, or a portion
of, if warranted, in 15-day intervals. The employee may request an additional 90 days by
sending a memo to the designated authorizing official. Examples of circumstances that could
justify the additional 90 days are:
a. An intervening temporary duty assignment or long-term training agreement;
b. Non-availability of suitable housing at the new duty location;
c. Serious illness of employee or illness/death of dependent;
d. Delays in construction work on a new or renovated residence; and
e. Strikes, acts of Nature or other circumstances beyond the employee’s control.
4.25 Allowances for Transportation and Emergency or Temporary Storage of a Privately
Owned Vehicle (POV) (FTR Part 302-9)
4.25.1 General Rules
4.25.1.1 POV Shipment (FTR §302-9.4)
Shipment of a POV must be stated on the approved travel authorization, must be advantageous
to the Government and meet the minimum 600 miles distance test. If the employee ships a
POV without authorization, reimbursement will not be made. The employee’s POV must meet
the environmental and safety standards of the United States, to be eligible for shipment. The
employee may not ship a leased vehicle as a POV at the Government’s expense; and, there is
no reimbursement for expenses associated with breaking a leased vehicle. Cost to ship a POV
must not exceed the value of the POV.
4.25.2 Outside CONUS
4.25.2.1 Transfer Post
If the employee is authorized to transfer to a post of duty OCONUS, he/she may be approved
to ship only one POV to the actual post of duty and not to an alternate location.
Department of Commerce | Travel Policy Handbook – October 2016 Page 64
4.25.3 Transportation of a POV Within the Continental United States (CONUS) (FTR Part
302-9 Subpart D)
4.25.3.1 Shipping Multiple POVs
The employee is authorized to ship one POV. If the employee must report to the new official
station several weeks before the immediate family can join him/her, one POV may be shipped
and the family may drive the other, if they meet the exceptions listed at C302.4.501.
4.25.3.2 Additional Cost for Shipping a POV
If the employee ships a POV to the new official station, the Government will not pay for
shipping additional personal items by airfreight nor pay excess baggage charges. If the
employee ships a POV, reimbursement for a car rental or taxi cab at the new official station,
until the POV arrives, is not permitted. The Government cannot provide a Government vehicle
for the purpose of commuting to and from work while waiting for the arrival of a POV that has
been shipped. The employee POV cannot be considered as part of household goods. A POV
must be shipped on a separate bill of lading. Authorization of this expense will be reviewed on
a case-by-case basis and approved by the Bureau/Operating Unit CFO/Deputy CFO.
4.25.3.3 POV Insurance
The employee’s POV insurance may or may not continue to cover the vehicle while it is being
transported to the new duty station, because coverage varies between different insurance
companies. The employee should consult his/her insurance company regarding the coverage
his/her policy offers during shipment. The Government does provide insurance on a POV while
it is being shipped, because the carrier is required to provide insurance, if it is shipped on a bill of
lading.
4.26 Allowances for Transportation of Mobile Homes and Boats Used as a Primary
Residence
4.26.1 Eligibility
Eligibility for this allowance requires written certification, on the employee’s travel voucher,
that the mobile home is for use as a primary residence for him/her and/or his/her immediate
family at the new duty station.
4.26.2 Transporting Mobile Home When transporting a mobile home, partly by commercial carrier and partly by private means,
the allowances apply for each respective portion.
4.26.2.1 Allowance for TQ
Allowances for temporary quarters for the employee and his/her immediate family may be
authorized only while awaiting arrival of a mobile home is being shipped by a commercial
carrier.
Department of Commerce | Travel Policy Handbook – October 2016 Page 65
4.27 Allowances for Expenses Incurred in Connection with Residence Transactions
4.27.1 Preferred Method
The employee may select a preferred method of reimbursement for the sale of his/her
residence:
a. Direct Sale Method: The employee markets and sells the residence at the old
official duty station within 60 days. The employee will file for direct
reimbursement of the allowable costs incurred; or,
b. Relocation Services Program: The employee will enroll in the relocation
services program (Refer to FTR Part 302-12).
4.27.2 Time Limitations
4.27.2.1 Settlement Dates
Settlement dates for the sale, purchase and/or lease termination transactions, for which
reimbursement is requested, must happen not later than one year, after the date, which the
employee reports for duty at the new official station. However, upon written request, before the
one-year period is completed, an additional one-year period may be authorized if warranted.
(Refer to FTR §302-11.22)
4.28 Use of a Relocation Services Company (FTR Part 302-12)
All Bureaus/Operating Units do not offer use of a relocation services company.
4.28.1 Home Value
4.28.1.1 Maximum Home Value
The maximum home value the Department will pay for home sale services is $700,000. The
STO will review the requests to waive the $700,000 maximum home value for home sale services
prior to approval by the CFO/ASA.
4.28.1.2 Waiver A memorandum of request for a waiver of the maximum home value, in which a bureau will
pay for home sale services, along with a copy of the listing agreement and a signed travel
authorization, should be submitted by the approving official, through the Bureau/Operating
Units/Line Office CFO, and submitted through the STO for recommendation for approval by
the CFO/ASA.
4.28.2 Buyer Value Option (BVO) Process
4.28.2.1 BVO
The “buyer value option” is considered the most cost effective method when using third party
services. Employees must market their residence under BVO program. The relocation vendor
will provide the employee with a list of qualified, certified ERC appraisers to conduct an
appraisal. The employee will select two appraisers and one alternate in authorization of
preference.
Department of Commerce | Travel Policy Handbook – October 2016 Page 66
NOTE: The employee may choose an appraiser who is not on the list; however, the appraiser
must be ERC certified. Upon receipt of the disclosure statement and notification of the
transferee’s choice of appraisers, the vendor authorizations two independent appraisals, a title
search, and any required inspections.
4.28.2.2 Appraisal
The appraisal is made in an “as is” condition using an “Employee Relocation Council”
appraisal form, and will be based on a market time of 120 days or the average time for the
particular area (from the date of listing to the date of sale). A third party appraisal is required,
if there is a five percent or greater variance between the two appraised values. The employee
is allowed to submit comparable sales for the appraisers’ consideration.
After the appraisal process is completed; the company will make the employee a verbal offer.
This offer will be the average of the two values or, in the case of a third appraisal, the average
of the two closest appraisals.
4.28.2.3 Accept or Reject Offer
The employee has 60 days from the date of the verbal offer to accept or reject the company’s
appraised value offer or utilize the amended value offer option.
The employee has 30 calendar days from receipt of the written offer to request a reevaluation
of the written appraised value offer. Reevaluation should be completed within the 60-day
acceptance period.
Once an offer is accepted, the employee signs the contract of sale, has it notarized, and returns
it to the company.
4.28.3 The Amended Value Sale (AVO)
4.28.3.1 AVO
The “amended value sale” requires the employee to coordinate an offer from an outside party;
however, the employee may not sign a third party offer or binder, accept earnest money, or
accept a down payment on a home. In addition, the exclusion clause must be in the listing
agreement.
The Company determines if all contingencies are acceptable, and whether or not the offer will
net a greater return than the company’s offer. If acceptable, the company will:
a. Instruct the employee to change the company’s contract of sale to the higher offer
price; and
b. Instruct the employee to send the company a properly executed amended contract of
sale, unsigned third party offer, and other necessary documents.
Following receipt of the amended contract of sale, the relocation company will calculate and
pay the equity to the employee, based on the amended value. The employee bears no risk if the
sale falls through or if the original terms change. If the sale falls through, it will revert to an
appraised value sale and be filed accordingly.
Department of Commerce | Travel Policy Handbook – October 2016 Page 67
The employee must vacate the property 45 days after the day of acceptance, maintain the
property in the same condition as when it was appraised, carry costs until the vacate date; and,
transfer the title directly to the vendor at the time of acceptance or the vacating date, whichever
is later.
4.29 Other Services
4.29.1 Types of Services
Other services offered at no cost to the employee or the Government includes:
a. Marketing assistance -- at old duty station;
b. Renter assistance -- at new duty station;
c. Buyer assistance -- at new duty station; and
d. Mortgage counseling -- at new duty station.
4.29.2 Home Marketing Incentive Payments (FTR Part 302-14)
4.29.2.1 Marketing Incentive
The Home Marketing Incentive Payment is designed to reduce the Government’s relocation
costs by encouraging transferred employees to independently market and find a bona fide buyer
for their residence. Bureaus/Operating Units who authorizes home marketing incentive
allowance should ensure that the cost associated with this payment does not increase the overall
cost to the Bureau/Operating Unit. Employees who earn the home marketing incentive
allowance will generally produce a net savings to the Bureau/Operating Unit by reducing the
fees paid to the relocation service company, reducing the time in temporary quarters and
reductions of other administrative costs. The Bureau/Operating Units CFO/Deputy CFO must
approve this incentive based on a cost savings and the employee’s effort in marketing the
residence.
4.29.2.2 Maximum Incentive
The maximum home marketing incentive an employee may receive is five percent of the
amended value sale price of the employee’s residence or the savings realized by the bureau.
The savings to the Bureau will be calculated by subtracting the fees paid on the amended value
sale from the fees that would have been paid on an appraised value sale of the residence. The
employee will not be reimbursed for marketing expenses necessary to obtain an amended value
sale. Marketing expenses are reimbursed on direct sales only.
4.29.2.3 Home Sale Enrollment If the employee requested enrollment in the home sale program within ten (10) days of being
notified of the transfer and obtained an amended value sale for the residence, the Bureau may
pay a home marketing incentive allowance.
4.29.2.4 TQ for more than 60 days
If the employee is reimbursed for occupying temporary quarters for more than 60 days, he/she
will not be entitled to a home sale incentive allowance.
Department of Commerce | Travel Policy Handbook – October 2016 Page 68
4.29.2.5 Use of a Realtor
The employee is encouraged to use a real estate agent within the third party network when
marketing their residence, because they understand the Government relocation program.
When an acceptable offer is received, the offer should be immediately transmitted to the
Relocation Services Company, prior to signing an acceptance. The employee must include an
exclusion clause in the contract with the real estate agent so the residence can be sold to the
Relocation Services Company without obligating the employee to pay a commission. If the
employee receives an offer from a buyer, the employee should not sign the contract between
him/her and the new buyer. The employee will sell the property to the Relocation Services
Company. The Relocation Services Company will sell the property to the new buyer and is
responsible for all closing costs.
The employee’s real estate agent will receive the appropriate commission from the Relocation
Services Company if the offer is accepted.
4.29.2.6 Use of the Home Sale Program
The employee must participate in the home sale program and use the Relocation Services
Company to receive a home sale incentive allowance. The program purpose is to encourage
employee to actively market their home and to bring an amended sale. The employee cannot
sell the house on his/her own, but can aggressively market the residence and find a bona fide
buyer.
4.29.2.7 Use of a Relocation Services
The employee must obtain an offer that is acceptable to the Relocation Services Company to
receive the home sale incentive allowance. If the offer contains contingencies, the borrower
cannot qualify financially, or the sale does not meet other terms of the contract, the Relocation
Services Company is not obligated to accept the offer.
4.29.2.8 Claims
To claim the employee home sale incentive allowance, the employee must file a travel voucher
supported by a copy of the appraised value offer, and a copy of the signed amended sales
contract to transfer the residence to the Relocation Services Company. The employee’s
servicing finance office will determine the amount of the incentive allowance upon receipt of
claims showing the residence was sold.
4.29.2.9 Withholding Taxes
The employee’s Bureau will withhold Federal, State, local income, and the applicable social
security taxes from the Home Marketing Incentive Payment. This withholding will be an
estimated amount and will be reported to the payroll office for final calculation.
4.29.2.10 Method Used for Withholdings
The employee’s Bureau may use either of the following methods for determining the estimated
tax to withhold:
a. A predetermined percentage that closely estimates the tax liability for all employees
may be applied, with the payroll system making any necessary adjustments;
Department of Commerce | Travel Policy Handbook – October 2016 Page 69
b. A calculation that withholds 28 percent for Federal Withholding Tax, 7.65 percent
for FICA tax (1.45 percent if the employee is covered by the Civil Service
Retirement System (CSRS)), and state and local taxes based on published
withholding rates. The payroll system will make adjustments when necessary.
4.30 Allowance for Property Management Services
4.30.1 Property Management The Department does not provide property management service benefits to employees.
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Appendix A - Authorities and References
Authority/Reference Comments Federal Travel Regulation (FTR), 41 Code of
Federal Regulations (C.F.R.), Chapters 301-
304
The Federal Travel Regulation (FTR)
enumerates the travel and relocation policy
for all Title 5 Executive Agency employees
5 CFR Chapter 57 – Travel, Transportation,
and Subsistence, §§5701-5709
Authorizes the General Services
Administration (GSA) to promulgate the
FTR and establishes maximum allowances
for travel within the Continental United
States. All individuals traveling on behalf
of the Federal Government and persons on
invitational travel authorizations must
comply with these regulations and
maximum allowances.
31 U.S. Code § 3521 - Audits by Agencies Provides policy and guidance on auditing
of vouchers of the agency.
29 U.S.C. 16 §§701-797b Rehabilitation Act of 1973, as amended.
Address employees with a disability.
Barring Act, 31 U.S.C. §3702 (b)(1) –
Authority to Settle Claims
States employees and agencies have six
years from the date the travel begun to
resolve any disputed claims. (Refer to
Comptroller General decision B-224811,
September 25, 1987)
31 U.S.C. §3702 (a)(3) – GSA Authority to
Settle Claims
Authorizes GSA to settle claims involving
expenses incurred by Federal civilian
employees for official travel and
transportation, and for relocation expenses
incident to transfers of official duty station.
GSA has assigned this authority to the
Civilian Board of Contract Appeals
(CBCA). Prior to 2007, the General
Services Board of Contract Appeals
(GSBCA) held this authority, before the
GSBCA was consolidated with other
boards into the newly established
CBCA. Decisions made by the GSBCA
may still be valid.
Government Accountability Office,
Comptroller General
Issues legal decisions and opinions on
appropriation law related to FTR issues.
5 U.S.C. 5702, Per Diem; Employees
Traveling on Official Business
Explains the requirement for per diem on
official business.
Chief Financial Officers Act of 1990 –
November 15, 1990
Requires a comprehensive reform of
Federal financial management.
Department of Commerce | Travel Policy Handbook – October 2016 Page 72
Authority/Reference Comments Public Law 105-264, Travel and
Transportation Reform Act of 1998 (TTRA) –
October 19, 1998
Mandates that Federal employees use the
travel charge card to pay for all expenses
related to official Government travel unless
exempted. Refer to Section 3.3 of the
Travel Card Handbook.
5 CFR 410.404 Determining if a conference is a training
activity.
31 U.S. Code § 3528, Responsibilities and
Relief from Liability of Certifying Officials
Prescribes the responsibilities and
liabilities of certifying officials. In
addition, it lists the liabilities that a
certifying official may be relieved by the
Comptroller General.
5 U.S.C. § 5550b and Subpart N, Compensatory
Time Off for Travel, October 30, 2004 Prescribes policies and procedures
regarding compensation of time earned by
an employee in a travel status. SES
members are excluded from this policy.
Any provisions under a negotiated
agreement take precedence for those
covered by the collective bargaining
agreement.
Public Law 109-115, Consolidated
Appropriations Act of 2006
Section 846 requires agencies to evaluate
the credit worthiness of individuals before
issuing a Government travel card.
OMB Circular A-123, Appendix B – January
15, 2009
Prescribes policies and procedures
regarding how to maintain internal controls
that reduce the risk of fraud, waste, and
error in Government charge card programs
and sets the requirements for participant
training.
Executive Order 13513, Federal Leadership
on Reducing Text Messaging While Driving -
October 1, 2009
Section 2 – Text Messaging While Driving
by Federal Employees - provides policy on
engaging in text messaging while (a) when
driving GOV, or when driving POV while
on official Government business, or (b)
when using electronic equipment supplied
by the Government while driving.
Executive Order 13514, Federal Leadership in
Environmental, Energy, and Economic
Performance - October 5, 2009
To establish an integrated strategy
towards sustainability in the Federal
Government and to make reduction
of greenhouse gas emissions a priority for
Federal agencies. Section 9 –
Recommendations for Greenhouse Gas
Accounting and Reporting
Department of Commerce | Travel Policy Handbook – October 2016 Page 73
Authority/Reference Comments Public Law 112-194, Government Charge
Card Abuse Prevention Act of 2012 – October
5, 2012
Section 3 – Management of Travel Cards -
requires agencies to implement safeguards
and internal controls for the travel charge
card program. Section 4 – Management of
Centrally Billed Accounts (CBAs) –
requires agencies to establish internal
control for CBAs.
DOO 1-1, Mission and Organization of the
Department of Commerce, November 9, 2012
This Order prescribes the mission,
functions and organization of the
Department of Commerce (DOC).
DOO 10-5, Chief Financial Officer and
Assistant Secretary for Administration,
January 5, 2011
This Order prescribes the authority and
functions of the Chief Financial Officer
and Assistant Secretary for Administration
(the Assistant Secretary), and provides for
the organizational structure of the office.
Improper Payments Elimination and Recovery
Improvement Act of 2012 (IPERIA), January
10, 2013
This Act directs agencies to intensify and
expand efforts to recover improper
payments and to implement the Do Not
Pay Initiative. This requires the AU/O to
understand travel policy, review
TA/Vouchers thoroughly and approve
necessary travel expense to meet the
Department’s mission.
41 C.F.R. Chapter 301 – Temporary Duty
(TDY) Travel Allowances – July 2013
Provides the allowable travel polices
associated with TDY and the use of the
travel charge card.
OMB Memorandum M-13-21 – September 6,
2013
Supplemental guidance to OMB Circular
A-123, Appendix B, specifically, to
establish safeguards and internal controls
for Government charge card program and
requires increasing oversight by the
Inspector General (IG) to conduct risk
assessments and audits to identify fraud
and improper use of the Government
charge cards.
FTR GSA Bulletin 14-08 – May 13, 2014 Encourages agencies to designate a Senior
Travel Official to oversee agency-wide
travel policies and programs.
FTR GSA Bulletin 14-09 – September 19,
2014
Emphasizes the need for agencies to
maximize travel cost savings through the
use of the travel charge card and discusses
agency discretion to issue travel charge
cards to employees who travel five times or
less a year. In addition, it recommends
reducing card spend value to $1.00, when
not in a travel status, to alleviate risk.
Department of Commerce | Travel Policy Handbook – October 2016 Page 74
Authority/Reference Comments Executive Order—Improving the Security of
Consumer Financial Transactions –
October 17, 2014
Requires Federal agencies to upgrade
payment cards and systems to employ
enhanced security features, including Chip
and PIN technology. Refer to Section 3.7
of the Travel Card Handbook. Note: This
Executive Order was issued without an
assigned number.
Commerce Acquisition Manual (CAM),
1313.301, Purchase Card Program –
February 11, 2015
Provides the Department policy on the use
of the Purchase Card Program.
GSA SmartPay – SmartTax Information Lists the 11 states and U.S. territories that
exempt IBA travel card from state taxes
and differentiates CBA and IBA accounts
using the 6th digit of the account number.
5 U.S.C. 5542(b)(2) – Overtime rates;
computation, General Schedule employees
5 U.S.C. 5544(a)(3) – Wage-board overtime
and Sunday rates; computation, Prevailing
rate employees
Hours of Work for Travel
Department of Commerce | Travel Policy Handbook – October 2016 Page 75
Appendix B – Acronyms and Definitions
Terms Acronym Definition Abuse N/A Use of the travel card to purchase items that are not
authorized by the employee’s travel authorization or
the Department’s travel policies.
Accompanied Baggage N/A Government property and personal property of the
traveler necessary for official travel.
Accountable Official AO Individuals appointed in writing responsible for
conducting proper reviews to eliminate any
opportunities for erroneous payments.
Actual Expense AE Payment of authorized actual expenses incurred, up to
the limit prescribed by the Administrator of GSA or
agency, as appropriate. Entitlement to reimbursement
is contingent upon entitlement to per diem, and is
subject to the same definitions and rules governing
per diem.
Agency Location Code ALC A unique identifier assigned by the Treasury's Intra-
Governmental Payment and Collection (IPAC)
system for the Federal agencies. Maximum of 8
digits; the first two digits of the eight-digit ALC
identify the department or agency, the third and
fourth digits identify the particular Bureau within the
department, and the remaining four digits identify the
particular agency account section within that Bureau.
Agency Program
Coordinator
APC An individual appointed to serve as the focal point for
management and program execution in accordance
with the Department established policies and
procedures. This individual serves at Level 2 and
provides oversight for Level 4 Organizational
Program Coordinators (OPC). The APC serves as
liaison between the cardholders and the card vendor;
provides on-going advice; audits card accounts as
required; and keeps necessary account information
current.
Agency/Organization
Program Coordinator
A/OPC The POC primary responsibility includes overseeing
the travel charge card program for their
agency/organization. Serve as a liaison between the
cardholder, the bank, and the agency’s management.
Department of Commerce | Travel Policy Handbook – October 2016 Page 76
Terms Acronym Definition Amended Value Sale N/A Type of home sale transaction that occurs when the
relocating employee receives a bona fide offer from a
qualified buyer before the employee has accepted an
appraised value offer from the relocation services
company (RSC). The RSC amends its offer to match
the outside sale price. An amended value sale is
different from an amended from zero sale because an
amended value sale occurs after an appraised value
offer while an amended from zero sale occurs before
an appraised value offer.
Ancillary Fees N/A Extra fees charged to the traveler associated the
frequent flyer program, which may include, but are
not limited to: priority boarding, airport club lounge,
headsets, and pillows/blankets.
Appraised Value Sale N/A Type of home sale transaction that occurs when the
relocating employee accepts the offer from the RSC
to buy the employee’s home based upon the average
of a specific number of appraisals conducted by
designated certified appraisers.
Approved
Accommodation
N/A Any place of public lodging that is listed on the
national master list of approved accommodations.
https://apps.usfa.fema.gov/hotel/
Authorizing Official AU/O The AU/O reviews travel, trip arrangements, travel
expenses, and travel funds obligations. These
individuals must be knowledgeable of the
Department’s travel policies. The AU/O will limit
the authorization and payment of official travel
expenses to only those expenses that are necessary
and most cost effective. An AU/O shall not authorize
his or her own travel.
Automated Teller
Machine Cash
Withdrawal
ATM An authorized cash withdrawal used to meet official
travel needs. Cash withdrawals should only be
associated with official travel.
Approving Official AO Individual with the authority to authorize or approval
travel authorizations/vouchers and applications to
obtain travel cards. Approving officials must not
certify vouchers that do not include required
documentation or provide a justification for not
having attached documents.
Billing Cycle N/A A specific timeframe for the billing and statement
cycles. The Department IBA billing cycles start on the
4th of the month and end on the 3rd of following month.
CBA billing cycle dates vary.
Department of Commerce | Travel Policy Handbook – October 2016 Page 77
Terms Acronym Definition Buyer Value Option BVO Type of home sale program with procedures the same
as the amended value program, except that the RSC
does not initially appraise the employee’s home or
make a guaranteed buy–out offer. The buy–out offer
from the vendor is based on a bona fide offer received
by the employee from a qualified buyer after
marketing by the employee. Once a bona fide offer is
received by the employee, the vendor offers to buy
the home from the employee at a price based on the
outside sale price.
Cardholder CH An individual that is issued a travel charge card to
assist with payment of official travel expenses.
Carlson Wagonlit
Travel SATO
CWTSATO The current Travel Management Service provider.
Capacity Controlled
Fare
_CA These are fares that do not have ticketing time limits,
advance purchase requirements, minimum or
maximum stay requirements, travel time limits,
extended calendar blackouts of more than five
consecutive days duration, or flight-specific service
(i.e., apply to all flights in a market), penalty, or
change or cancellation fees. Restricted fares subject
only to limits on seat availability are capacity
controlled. These fares are offered by some City Pair
Contract Carriers when making a reservation in
advance. The Capacity Controlled Fare is not
effective until the traveler is actually ticketed.
Centrally/Corporate
Billed Account
CBA A card or account issued to a Bureau/Operating Unit
for the purchase of official transportation services
arranged through a Travel Management Center
(TMC) while an employee is in temporary duty
(TDY) travel or relocation status. Payments are made
directly to the bank by the Government. The
Government is liable for all charges on CBAs. These
accounts are subject to the Prompt Payment Act of
1982 as amended.
Chief Financial Officer CFO A senior executive with responsibility for the
financial affairs of an agency or department.
Department of Commerce | Travel Policy Handbook – October 2016 Page 78
Terms Acronym Definition Chief Financial
Officer/Assistant
Secretary for
Administration
CFO/ASA Establishes and monitors implementation of
Departmental policies and procedures for
administrative functions affecting program operations
in Commerce’s Operating/Units. These
administrative functions include: budget and financial
management, strategic planning and performance
management, human resources management and civil
rights, employee safety and health, procurement and
small business utilization, grants management, travel
and transportation of household goods, real property
and facilities management, directives management,
and security.
Chip and PIN N/A IBA cards that contain a microprocessor that requires
cardholders to authenticate using a four-digit Personal
Identification Number (PIN) at the point-of-sale. The
microprocessor chip encrypts the transaction data
protecting the cardholder’s personally identifiable
information (PII) and payment data. If the card is lost
or stolen, the embedded microchip makes the card
extremely difficult to counterfeit. This is another tool
to reduce potential fraud.
Civilian Board of
Contract Appeals
CBCA The Civilian Board of Contract Appeals (CBCA)
hears and decides claims by federal employees under
31 U.S.C. § 3702 for reimbursement of expenses
incurred while on official temporary duty travel or in
connection with relocation to a new duty station.
City Pair Program CPP A GSA-sponsored program that offers fares
considerably lower than comparable commercial
fares, saving the Federal Government billions of
dollars annually.
Code of Federal
Regulation
CFR The codification of the general and permanent rules
and regulations.
Common Carrier N/A Private-sector supplier of air, rail, or bus
transportation.
Commuted Rate N/A A price rate used to calculate a set amount to be paid
to an employee for the transportation and temporary
storage of his/her household goods. It includes cost of
line-haul transportation, packing/unpacking,
crating/uncrating, drayage incident to transportation
and other accessorial charges and costs of temporary
storage within applicable weight limit for storage
including handling in/out charges and necessary
drayage.
Department of Commerce | Travel Policy Handbook – October 2016 Page 79
Terms Acronym Definition Commuting Area N/A The area surrounding the official duty station within
which it is practical for an employee to commute
daily to perform his/her duties at a point away from
the official duty station without becoming entitled to
per diem. The Department has defined the distance
less than 50 miles within the employee’s daily
commute.
Compensatory Time
Off for Travel
CTT Time spent by an employee in a travel status away
from the employee’s official duty station when such
time is not otherwise compensable.
Conference N/A A meeting, retreat, seminar, symposium or event that
involves attendee travel. The term “conference” also
applies to training activities that are considered to be
conferences under 5 CFR 410.404.
Constructive Costs N/A The sum of transportation expenses the employee
would reasonably have incurred for round-trip travel
between the official duty station and the alternate
location plus per diem calculated for the appropriate
en route travel time. The calculation shows what
allowable travel costs would have been if the
employee had traveled in accordance with the
guidelines for official travel. When the employee
schedules travel according to personal preference,
rather than as advantageous to the Government, the
traveler will be reimbursed for the amount of the
constructive costs of travel or the actual costs
whichever is lower.
Continental United
States
CONUS The 48 contiguous States and the District of
Columbia.
Continuity of
Operations
COOP An effort within individual executive departments
and agencies to ensure that Primary Mission Essential
Functions (PMEFs) continue to be performed during
a wide range of emergencies, including localized acts
of nature, accidents and technological or attack-
related emergencies.
Contract Carriers N/A U.S. certificated air carriers which are under contract
with the Government to furnish Federal employees
and other persons authorized to travel at Government
expense with passenger transportation service. This
also includes GSA’s scheduled airline passenger
service between selected U.S. cities/airports and
between selected U.S. and international cities/airports
at reduced fares.
Corporate Card
Account
N/A A CBA account used by Bureaus to pay for other
travel related expenses (e.g., lodging).
Department of Commerce | Travel Policy Handbook – October 2016 Page 80
Terms Acronym Definition Department of
Commerce
DOC Serves as the voice of U.S. business within the
President’s Cabinet as part of the economic team.
Department
Organization Order
DOO Prescribe the basic management structure and
organizational arrangements of the Department of
Commerce. DOOs are issued for each Secretarial
Officer, Departmental Office, and Operating Unit of
the Department of Commerce.
Departmental Agency
Program Coordinator
DAPC An individual appointed to serve as the department-
wide focal point for management, oversight, and
program execution in accordance with GSA
SmartPay and OMB guidance. This individual serves
at Level 1 and provides oversight for Level 2 APCs.
The DAPC serves as liaison between GSA, the card
vendor, APCs and internal management.
Dependent N/A An immediate family member of the employee.
Domestic Partner N/A An adult in a domestic partnership with an employee
of the same-sex.
E-Gov Travel Service ETS2 The Government-contracted, end-to-end travel
management service that automates and consolidates
the Federal travel process in a self-service Web-
centric environment, covering all aspects of official
travel, including travel planning, authorization,
reservations, ticketing, expense reimbursement, and
travel management reporting. Refer to FTR §301-
73.100
Eastern Standard Time EST A time zone encompassing 17 U.S. states in the
eastern part of the contiguous United States, parts of
eastern Canada, the state of Quintana Roo in Mexico,
Panama in Central America and the Caribbean
Islands. Five hours behind Greenwich Mean Time.
Enhanced Federal
Premier Lodging
Program
FedRooms A GSA program that provides hotel rooms for
Federal Government travelers while on official
business. FedRoom rate code is XVU.
Electronic Access
System
EAS The servicing bank’s web-based system which
provides a collection of reports which aid in the
efficient management of the Travel Charge Card
Program.
Extended Storage N/A Storage of household goods while assigned to an
official station or post of duty to which the employee
is not authorized to take or unable to use the
household goods or is authorized in the public
interest.
Department of Commerce | Travel Policy Handbook – October 2016 Page 81
Terms Acronym Definition Federal Travel
Regulation
FTR This regulation implements statutory requirements
and executive-branch policies for travel by Federal
civilian employees and others authorized to travel at
Federal Government expense; it is presented in a
user-friendly question-and-answer format on the GSA
Web site.
Federal Traveler N/A A civilian, uniform or foreign services traveler who
travels on a Government aircraft.
FedRooms Rates
Lodging Program
FedRooms The official Government-wide, Government-
sponsored lodging program simplifies the lodging
process for Federal travelers and saves the
Government money. The program provides certain
benefits that have been negotiated with participating
hotels. The FedRooms rate is not the same rate
offered under unmanaged Government lodging rates.
Foreign Air Carrier N/A An air carrier who is not holding a certificate issued
by the United States.
Foreign Area N/A Any area, including the Trust Territories of the
Pacific Islands, situated both outside CONUS and the
non-foreign areas.
Foreign Service
National
FSN Foreign Service National employees (often referred to
as Locally Engaged Staff, LES) are citizens of the
countries in which the Department maintains
diplomatic posts and consulates.
Fraud N/A Any felonious act of corruption or attempt to cheat
the Government. Use of the Government charge card
to transact business that is not sanctioned, not
authorized, not for the purpose for which the card was
issued, nor as part of official Government business,
are instances of fraud.
Frequently Asked
Questions
FAQ Listed questions and answers, all supposed to be
commonly asked in some context, and pertaining to a
particular topic.
Frequent Traveler N/A Any Department employee who travels five or more
times per year is mandated to use the travel card
while traveling on official Government business
unless an exemption has been approved.
Full Coach Fare N/A The price of a coach fare available to the general
public on a scheduled air carrier between the day that
the travel was planned and the day the travel
occurred.
Funds Certifying
Officer
N/A The accountable official who certify funds are
available at the time of obligation.
Department of Commerce | Travel Policy Handbook – October 2016 Page 82
Terms Acronym Definition Furnished Meal N/A A meal provided to an employee, either directly from
the Government or as a result of the Government
paying a registration fee or other cost which allows
the employee to attend a conference or other event. If
the Government has already paid for a meal, the
traveler must deduct the allocated amount when
filling their travel voucher.
General Services
Administration
GSA GSA oversees the business of the U.S. Federal
Government. Its policies covering travel, property,
and management practices promote efficient
Government operations.
Government Aircraft N/A An aircraft that is operated for the exclusive use of an
executive agency and is a Federal aircraft owned or
borrowed by the agency.
Government Travel
Charge Card
GTCC A payment vehicle used by the Federal Government
to pay for official travel-related expenses.
Government-furnished
Automobile
GOV An automobile, light truck, vans, or pick trucks that is
owned by agency, assigned from GSA fleet, or leased
by the Government for a period of 120 days or longer
from a commercial source.
Household Goods HHG Property, unless specifically excluded, associated
with the home and all personal effects belonging to
an employee and their immediate family members on
the effective date of the employee’s change of official
station travel authorization that legally may be
accepted and transported by a commercial HHG
carrier. Refer to FTR Part 300-3, Glossary of Terms
for information on what is or is not included in HHG.
Human Resource
Office
HRO An organizational unit that manages the human
capital functions.
Immediate Family N/A Named members of the employee’s household at the
time he/she reports for duty at the PDS or performs
other authorized travel involving family members.
Refer to FTR Part 300-3, Glossary of Terms for
members covered.
Individually Billed
Account
IBA An account issued to an employee to pay for the
employee’s official travel-related expenses such as
meals, lodging, and rental vehicle while in a
temporary duty (TDY) travel or relocation status.
Infrequent Traveler N/A Any Department employee who travels less than five
times per year. This traveler is not required but may
obtain a travel card. If an employee chooses to obtain
a travel card, if directed by his/her supervisor to apply
for a card, or is designated as a Continuity of
Operations member, the card becomes mandatory use
unless an exemption has been approved.
Department of Commerce | Travel Policy Handbook – October 2016 Page 83
Terms Acronym Definition International Date Line IDL Crosses time zone - When en route travel exceeds one
calendar day, the Standard CONUS Rate (SCR) is
used.
Interviewee N/A An individual who is being considered for
employment by an agency. The individual may
currently be a Government employee.
Invitational travel ITO Authorized travel of individuals either not employed
or employed (under 5 U.S.C. 5703) intermittently in
the Government service as consultants or experts and
paid on a daily when-actually-employed basis and for
individuals serving without pay or at $1 a year when
they are acting in a capacity that is directly related to,
or in connection with, official activities of the
Government. Travel allowances authorized for such
persons are the same as those normally authorized for
employees in connection with TDY.
Limited Open Travel
Authorization
LOTA This authorization is reserved for frequent travelers or
COOP designees. Each trip requires oral/written
approval by the traveler’s approving official.
Local Commuting Area N/A The geographic area that usually constitutes one area
for employment purposes. It includes any population
center (or two or more neighboring ones) and the
surrounding localities in which people live and can
reasonably be expected to travel back and forth daily
to their usual employment.
Lodgings-plus per diem
system
N/A The method of computing per diem allowances for
official travel in which the per diem allowance for
each travel day is established on the basis of the
actual amount the travelers pays for lodging, plus an
allowance for meals and incidental expenses (M&IE),
the total of which does not exceed the applicable
maximum per diem rate for the location concerned.
Mandatory mobility
agreement
N/A Agreement requiring employee relocation to enhance
career development and progression and/or achieve
mission effectiveness.
Merchant Category
Codes
MCC A four-digit number the credit card industry uses to
classify the type of business a merchant provides
(e.g., gas stations, restaurants, airlines). The
merchant selects its MCC with their bank based on
their primary business. Some MCCs are blocked to
prevent inappropriate use of the travel card. MCCs
can be tailored to meet the mission and should be
done during the initial account set-up.
Mission Critical Status
Cardholder
N/A A travel cardholder who has mission-related
extenuating circumstances for which the account
billing cycle may be extended 30 days.
Department of Commerce | Travel Policy Handbook – October 2016 Page 84
Terms Acronym Definition Non-Federal traveler N/A An individual who travels on a Government aircraft,
but is not a Federal traveler. Dependents and other
family members of Federal travelers who travel on
Government aircraft are considered to be non-Federal
travelers within this regulation.
Non-foreign area N/A The states of Alaska and Hawaii, the
Commonwealths of Puerto Rico and the Northern
Mariana Islands, Guam, the U.S. Virgin Islands, and
the territories and possessions of the United States
(excludes the former Trust Territories of the Pacific
Islands, which are considered foreign areas for the
purposes of the FTR).
Official Duty Station ODS An area defined by the Department that includes the
location where the employee regularly performs his
or her duties or an invitational traveler’s home or
regular place of business (see FTR §301-1.2). The
area may be a mileage radius around a particular
point, a geographic boundary, or any other definite
domain, provided no part of the area is more than 50
miles from where the employee regularly performs
his or her duties or from an invitational traveler’s
home or regular place of business. If the employee’s
work involves recurring travel or varies on a
recurring basis, the location where the work activities
of the employee’s position of record are based is
considered the regular place of work.
Official Telephone Call Telephone calls are considered official when the
employee calls because of delays due to official
business or transportation; the employee and/or
spouse are traveling for two or more nights at the new
duty station on an approved house hunting trip and
the employee calls the old duty station; the employee
travels for two or more nights from the old duty
station to the new duty station; or, the employee
makes a brief call to immediate family members that
remain at the old duty station. There are no limits on
the number of official phone calls the employee can
make while traveling; however, only those phone
calls necessary to conduct official business should be
made and within the allowance specified on the
Travel Authorization.
Official Travel N/A Travel under an official travel authorization from an
employee’s official station or other authorized point
of departure to a temporary duty location(s) and
return, between two (or more) temporary duty
locations, or relocation between official stations.
Department of Commerce | Travel Policy Handbook – October 2016 Page 85
Terms Acronym Definition Organization Program
Coordinator
OPC An individual serving as the local focal point for
managing, establishing and maintaining accounts, and
issuance and closure of accounts. This Level 4
provides oversight of the day-to-day function for the
travel card program at the staff/line office, station, or
unit.
Other than Coach-Class N/A Classes of travel accommodations that are higher than
coach-class in both cost and amenities, and is
generally referred to as first-class or business-class.
Other-than-Coach class travel may be used with
specific agency authorization only (business-class
accommodations for the Amtrak Acela Express do
not require specific agency authorization).
Passenger N/A Any person who flies onboard a Government aircraft,
but who is not a crewmember or qualified non-
crewmember.
Per diem allowance N/A A daily payment instead of reimbursement of actual
expenses for lodging, meals, and related incidental
expenses. It is separate from transportation expenses
and other miscellaneous expenses. Lodging taxes are
excluded from the per diem allowance and are
reimbursed as a miscellaneous expense. In foreign
locations, lodging taxes are part of the per diem
allowance and are not a miscellaneous expense.
Personally Identifiable
Information
PII PII includes information regarding an individual that
identifies, relates to, is unique to, or describes the
traveler’s home address, date of birth, social security
number (full/truncated), account numbers and so
forth. Traveler’s PII shall be kept in a secure location
and not left out in the open or circulated to
individuals not having an official need to know.
Email containing PII should follow the prescribed
method for transmission, such as using the secured
transmission protocol of the Department.
Privately owned
aircraft
N/A An aircraft that is owned or leased by an employee
for personal use. It is not owned, leased, chartered, or
rented by a Government agency, nor is it rented or
leased by an employee for use in carrying out official
Government business.
Privately Owned
Vehicle
POV Any vehicle operated by an individual that is not
owned or leased by a Government agency, and is not
commercially leased or rented by an employee under
a Government rental agreement for use in connection
with official Government business.
Department of Commerce | Travel Policy Handbook – October 2016 Page 86
Terms Acronym Definition Professional Books,
Papers and Equipment
PBP&E Items in the employee’s possession when needed by
the employee in the performance of his/her official
duties. Includes, but not limited to: Reference
material, instruments, tools, and equipment peculiar
to technicians, mechanics, and members of the
professions; specialized clothing; or communications
equipment.
Quasi-Generic Card N/A A card that does not contain any association with the
Government other than the account number. The
design provides a level of protection for cardholders
whose association with the Government should be
protected.
Reasonable
Accommodation
Coordinator
RAC A representative from the operating unit human
resources office who acts as an impartial advisor and
has specific responsibilities as part of the reasonable
accommodation process.
Rebates N/A A benefit the Department receives for the use and
timely payment of the travel charge card. It is based
on two types of measures: sales and productivity.
The rebates are computed and distributed on a
quarterly basis.
Reconciliation N/A The process of reconciling the balances of a centrally
billed account. All transactions for a billing cycle are
validated against the statement balance due. This
process provides the checks and balances for
authorizing payments and to ensure all transactions
are loaded timely in the financial system and
payments are made in full.
Reduced Payment Plan RPP A plan offered by the bank to delinquent cardholders
that allows for payment of outstanding balance over a
defined time period as an alternative to entering
administrative salary offset
Reduced per diem N/A Per diem that may be authorized when there are
known reductions in lodging and meal costs or when
your subsistence costs can be determined in advance
and are lower than the prescribed per diem rate.
Relocation service
company
RSC A third-party supplier under contract with an agency
to assist a transferred employee in relocating to the
new official station. (Refer to FTR Part 301-3,
Glossary of Terms for services that may be included.)
Senior Travel Official STO The designated individual who is responsible for
developing and implementing policies and controls to
ensure efficient spending on travel and conference-
related activities and fulfills the responsibilities
outlined in FTR Bulletin FTR 14-08.
Department of Commerce | Travel Policy Handbook – October 2016 Page 87
Terms Acronym Definition Space available travel N/A Travel in space available on a Government aircraft
that is already scheduled for an official purpose.
Special conveyance N/A Commercially rented or hired vehicles other than a
privately owned vehicle and other than those owned
or under contract to an agency. The Uber and Lyft
car services meet this definition.
Special needs N/A Physical characteristics of a traveler not necessarily
defined under disability. Such physical
characteristics could include, but are not limited to,
the weight or height of the traveler.
Split Disbursement N/A The payment process of dividing a travel voucher
reimbursement between the charge card vendor and
the traveler. The balance owed to each is sent
directly to the applicable party. (The Department
does not have a mandatory policy for split
disbursement at this time; however, when ETS2 is
deployed, the system will have this capability.)
Stranded Travel
Cardholder
N/A Any cardholder who is unable to make legitimate
travel purchases due to account credit limits,
delinquency status, a lost or stolen card, or a
merchant code misclassification.
Subsistence expenses N/A Expenses such as: Lodging and service charges;
Meals, including taxes and tips; and Incidental
expenses.
Temporary duty
location
TDY A place, away from an employee’s official station,
where the employee is authorized to travel.
Temporary Storage Storage of HHG for a limited period of time at origin,
destination or en route in connection with
transportation to, from, or between official station or
post of duty or authorized alternate points. Also
referred to as storage in transit (SIT).
Transit system A form of transportation used between authorized
locations in the performance of official travel.
Transportation and
Travel Reform Act
TTRA To require Federal employees to use Federal travel
charge cards for all payments of expenses of official
Government travel, to amend title 31, United States
Code, to establish requirements for prepayment audits
of Federal agency transportation expenses, to
authorize reimbursement of Federal agency
employees for taxes incurred on travel or
transportation reimbursements, and to authorize test
programs for the payment of Federal employee travel
expenses and relocation expenses.
Travel Advance Advance Prepayment of estimated travel expenses paid to an
employee/traveler.
Department of Commerce | Travel Policy Handbook – October 2016 Page 88
Terms Acronym Definition Travel Authorization TA Written or electronic permission to travel on official
business. There are three basic types: unlimited
open; limited open; and trip-by-trip.
Travel Authorization
and Vouchering System
TAVS TAVS is the ETS function that automates the process for
travel authorization and vouchering.
Travel Charge Card TCC Charge card issued by a GSA SmartPay® vendor,
used to pay for official Government travel-related
expenses.
Travel Claim Voucher A written request, supported by documentation and
receipts where applicable, for reimbursement of
expenses incurred in the performance of official
travel, including permanent change of station (PCS)
travel.
Travel Management
Center
TMC The commercial travel service used by your agency to
issue airline tickets and make airline, rail, hotel, and
car rental reservations.
Travel Management
Division
TMD The Division that issues Department-wide policy for
travel-related programs.
Travel Management
Service
TMS A service for booking common carrier, lodging
accommodations, and car rental services; fulfilling
reservations; providing basic management
information on those activities; and meeting other
requirements as specified in FTR §301-73.106. A
TMS may include a TMC, Commercial Ticket Office
(CTO), an electronically available system, other
commercial methods of arranging travel, or an in-
house system.
Travel Status N/A The period an employee is traveling on official
business, e.g., between the official duty station and
the point of destination, between two temporary duty
points, local travel, and the usual waiting time which
interrupts travel, and local travel. The period begins
with departure from home, official duty station, or
other authorized point, and ends with return to such a
point. Each hour spent by an employee in travel
status away from the official duty station of the
employee, that is not otherwise compensable, shall be
treated as an hour of work or employment for
purposes of calculating compensatory time off except
for a SES.
United States US The 48 contiguous States, the District of Columbia
and the States and areas defined under the term “Non-
Foreign Area.”
Workforce
Management Office
WFMO Another name for Human Resources Offices within
the Department Bureaus.
Department of Commerce | Travel Policy Handbook – October 2016 Page 89
Appendix C – Checklist for Authorizing Official
Travel Authorization (TA)
Topic Action
Basic
Information
Ensure TA number is listed Ensure the Purpose and Justification (P&J) statement aligns with the
necessary requirements for travel Ensure that the name of the conference/event is listed in the P&J
statement Ensure the correct travel, trip and Bureau codes are selected Ensure travel dates covers:
o the official travel days o personal leave days planned
Ensure that an Invitational Traveler is identified Ensure the appropriate authorities signatures were obtained
o Funds Certifying Officer o Requesting/Approving Official o International Clearance, if required o Reasonable Accommodation Coordinator (RAC), if required
Check for eligibility for Compensatory Time Off based on the itinerary
o Ensure eligibility statement is included on the TA
Itinerary Review Itinerary
Ensure all requested arrangements are allowable and necessary to
meet mission
Common
Carrier
Air
Train
Ensure the most prudent mode of travel is selected to meet mission
Verify that appropriate flights was selected, i.e., city pair airfare
o Ensure if restricted airfares are selected because it outweighs
any risk of trip cancellation or itinerary changes that the
justification for such use is stated in the P&J
o Ensure the cost comparison worksheet is completed and
attached to the TA
Ensure request for other than coach-class travel is properly justified,
vetted and approved
Ensure all travel arrangements are made through the designated
TMC
Ensure the RAC has reviewed and recommended any allowable
accommodations
Ensure any foreign flights are reviewed for the “Fly American Act”
statement requirement (Refer to Section 3.3.2)
Rental Car Verify that the least expensive compact car is selected
Ensure adequate justification is provided in block 15A, Special
Provision/Remarks on the CD-29 for the non-selection of a compact
vehicle
Verify that a rental car is necessary to accomplish mission
Ensure the pre-paid statement for gasoline cost is listed (Refer to for
Department of Commerce | Travel Policy Handbook – October 2016 Page 90
Travel Authorization (TA)
Topic Action
more details)
Privately-
Owned Vehicle Ensure the use is determined to be “more advantageous to the
Government”
Ensure the cost comparison worksheet is attached and supports the
use
Lodging Ensure “first consideration” is giving to FedRooms
Verify that lodging rates are at or below per diem for the TDY
location
Authorized actual lodging amount if essential to accomplish mission
(up to 300%)
Expenses Miscellaneous Expenses
o Verify that estimated expenses are proper, correct, and legal
o Verify that the item is not duplicated in any other entitlement
Mileage
o Verify that estimated expenses are proper, correct, and legal
o Verify that the item is not duplicated in any other entitlement
Per Diem Entitlements
o Verify that M&IE is correct for each day
o Verify that adjustments to meal deductions are reflected
o Verify that M&IE was adjusted for leave days
o Verify that International Date Line (IDL) travel is correctly
reflected
o Verify that overnight flights per diem allowances are adjusted
o Ensure all non-ATM travel advances are reviewed and proper
o Ensure all other expenses authorized in block 14, CD-29 are
appropriate
Ensure all allowances/expenses are accurate according to local policy
Pre-audit Ensure the requesting/approving official has reviewed the accuracy
and provided any feedback to questions proposed during
Ensure the appropriate accounting information is recorded
Ensure totals are correct
Signatures Review the authorization checklist prior to signing the TA to ensure
the travel is in compliance with policies and procedures
Ensure all justification are adequate, prior to signing the TA
Ensure signatures are legible and a delegation letter is on file for the
signer
Ensure a thorough review supporting documentation and appropriate
signatures are obtained
Review the Certificate of Authorization By Designated Authorizing
Officer on the CD-29
Department of Commerce | Travel Policy Handbook – October 2016 Page 91
Travel Authorization (TA)
Topic Action
Amendments Ensure amendments are properly recorded and approved
Ensure the local policy is followed for TA amendments
Travel Vouchers/Claims
Topic Action
Review Review the TA and substantiating records for the claimed
reimbursements
Review the Voucher for timely submission (within five days of
completion of travel)
Substantiating
Records Verify all required receipts are attached, legible and match the
claimed amounts
o Receipts required for lodging, rental car and any expense
over $75
o Any documentation required to support reimbursement for
laundry domestic
Ensure scanned documents are legible
Expenses Verify that amounts authorized (TA) and the actual expense are
within the limits
Verify that every travel expense allowance is proper, correct and
legal
Verify no duplication of entitlement was claimed in any part of the
voucher
Verify that the traveler used the travel card for reimbursable
expenses, if required
Verify the appropriate lodging taxes were claimed for the TDY
location
Ensure that the conversion rate is provided and the claim reflects the
correct amounts
Mileage Ensure no gasoline is claimed for a POV
Ensure the commuting miles are deducted from the overall mileage
claimed
Per Diem Ensure no entitlements that are improper or illegal are authorized
Verify that M&IE deductions are reflected, if appropriate
o M&IE are not paid for leave days
o Meals provided are not claimed
o Excess travel days were taken as leave days
Lodging Verify the lodging rates match the receipt
Verify that lodging rates are at or below per diem
Verify that actual lodging was authorized, if applicable
Verify that no lodging was claimed during leave or excess travel
days
Department of Commerce | Travel Policy Handbook – October 2016 Page 92
Travel Authorization (TA)
Topic Action
Verify that non-reimbursable expenses are claimed on the lodging
receipt
Verify that lodging was not claimed twice (i.e., included in a
registration fee)
Pre-Audit Verify that the accounting data is correct
Review all totals
Review all justification for items claimed
Signature Review the voucher for proper reimbursement claims
Ensure all receipts are attached prior to signing the voucher
Ensure signatures are legible
Department of Commerce | Travel Policy Handbook – October 2016 Page 93
Appendix D – Tasks and Responsibilities
Task Approving Officials
Changes to non-ETS
travel authorization
Handwritten changes on non-ETS travel authorizations: NON-ETS
PROCEDURES
Changes to a travel
authorization
Handwritten changes may not be made to a travel authorization/ once
it has been signed by the approving official. Amendments or post
approvals are the only acceptable vehicles for documenting changes
to a travel authorization once it has been approved and the forms of
documentation that will be accepted by the travel management center
(TMC).
Amended travel
authorization
Changes to approved travel authorization for which travel has not
taken place must be submitted on an amended travel authorization.
Amendments should be issued to include increased expenses that
materially affect the amount (in excess of $250) of anticipated
expenses, or require specific approval, (e.g. destination, rental car,
etc.); or, when travel is delayed by more than 30 days.
Post-approvals After travel, expenses that were not authorized on the travel
authorization must be post-approved in the remarks section of the
voucher using the following statement: “Reimbursement of the
(specific expense(s)) as stated on the voucher (was/were) necessary
and (is/are) post-approved.”
Task Certifying Financial Official
Validation Travel authorizations require validation by a Certifying Financial
Official. The certifying financial official’s signature will serve as
validation that funds are available in the account at the time the
certification is made. Furthermore, the Travel Authorization will
obligate those funds when recorded in the accounting system.
Signature All travel authorizations, manual and electronic, must contain a
signature block for the certifying financial official.
Signature block The signature block must include: Printed Name, Title,
Organizational Unit and Signature of the Certifying Financial
Official.
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Appendix E – Foreign Flag Authorization Form
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Appendix F – Cost Comparison Worksheet for Personal Travel
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Appendix G – Cost Comparison Worksheet for POV vs. Common Carrier
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Appendix H – Reporting Requirements
Q – Quarterly A – Annually
I – Internal (Bureaus/Operating Units) D – Department
G – General Services Administration STO – Senior Travel Official
Report Due Authority Submitted to: Action Officer
Q A I D G I D STO
Agency Payments for
Employee Travel and
Relocation
Aug GSA Bulletin FTR
15-04,
May 1, 2015
X X X X X X
Premium Class Travel Report
(PCTR)
Oct
FTR, Part 300-70,
Agency Reporting
Requirements
Premium Class
Travel Report
Guidlines
X X X X X X
Senior Federal Traveler
Report (SFTR)
SFTR Reporting Tools
Apr
Oct
OMB Circular A-126,
Improving the
Management and Use
of Government
Aircraft
41 CFR 300-3; 301-
10.260, 301-10.266
FTR Part 301-70,
Subpart J
X X X X X X
Travel Reporting Information
Profile (TRIP) Dec
X X X X X X
Semi-Annual Report of
Payments Accepted from a
Non-Federal Source
Apr
Oct
31 U.S.C.1353 X X X X X X
OMB Reports on the Travel
Charge Card Nov OMB A-123,
Appendix B, Section
5.3
X X X X X X
Sustainability and Greenhouse
Gas Emission Reduction
Report 53, October 5, 2009
Dec
Executive Order
13514, Section 2
Requires each Federal
agency to manage
greenhouse gases.
X X X X X X
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Appendix I - Web Links to Travel-related Forms
Form Number and Name
CD-29 – Travel Authorization
CD-29I – Instructions for Completing CD-29
CD-150 – Request for Authorization of Travel/Moving Expense
CD-210 – Record of Gift or Bequest
CD-244 – FOIA Request and Action Record
CD-334 – Request for Approval of Other than Coach-Class Accommodations
CD-342 – Record of Gifts and Decorations from Foreign Governments
CD-370 – Travel Voucher
CD-370A – Travel Voucher – Continuation Sheet
CD-371 – Instructions for Completing CD-370
SF-326 – Semiannual Report of Payments Accepted from a Non-Federal Source
SF-1164 – Claim for Reimbursement for Expenditures on Official Business
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Appendix J - Travel Purpose Identifier and Codes
Purpose
Code Purpose Identifier Definition
1 Employee Emergency
Incapacitated
Death
Catastrophic
Medical Care
Threatened Law
Enforcement
Travel related to an unexpected
occurrence/event or injury/illness that affects
the employee personally and/or directly that
requires immediate action/attention.
Examples: Traveler is incapacitated by illness
or injury, death or serious illness of a family
member (as defined in FTR §300-3.1 or FTR
§301-30.2), or catastrophic occurrence or
impending disaster that directly affects the
employee’s home. Emergency travel also
includes travel for medical care while
employee is TDY away from the official
station (FTR Part 301-30), death of an
employee/immediate family member when
performing official duties away from the
official station or home of record (FTR Part
303-70), medical attendant transportation
(FTR Part 301-30), assistance travel for an
employee with special needs (FTR Part 301-
13), as well as travel for threatened law
enforcement/investigative employees (FTR
Part 301-31).
2 Mission (Operational)
Site Visit
Information Meeting
Invitational Travel
Speech/Presentation
Hearings
Inspections
Audits
Investigations
Examinations
Pre-employment
Home Leave
Visitation
Rest and Recuperation
Travel to a particular site in order to perform
operational or managerial activities. Travel to
attend a meeting to discuss general agency
operations, review status reports, or discuss
topics of general interest. Examples:
Employee's day-to-day operational or
managerial activities, as defined by the
agency.
3 Special Agency Mission
Evacuation
COOP
Travel to carry out a special agency mission
or perform a task outside the agency's normal
course of day-to-day business activities that is
unique or distinctive. These special missions
are defined by the head of agency and are
normally not programmed in the agency
annual funding authorization. Examples:
Department of Commerce | Travel Policy Handbook – October 2016 Page 106
Purpose
Code Purpose Identifier Definition
These agency-defined special missions may
include details, security missions, and agency
emergency response/recovery such as civil,
natural disasters, evacuation, catastrophic
events, technical assistance, evaluations or
assessments
4 Conference-Other Than
Training
Award Ceremony
Instructor/Panelist
Exchange of
information
Outreach
Prearranged meeting, retreat, convention,
seminar, or symposium for consultation or
exchange of information or discussion.
Agencies have to distinguish between
conference and training attendance and use
the appropriate identifier (see Training
below). Examples: To participate in a planned
program as a speaker/ panelist or other form
of presentation, host, planner, or others
designated to oversee the conference or
attendance with no formal role, or as an
exhibitor.
5 Training Travel in conjunction with educational
activities to become proficient or qualified in
one or more areas of responsibility. 5 U.S.C.
4101(4) states that ``training' means the
process of providing for and making available
to an employee, and placing or enrolling the
employee in a planned, prepared, and
coordinated program, course, curriculum,
subject, system, or routine of instruction or
education, in scientific, professional,
technical, mechanical, trade, clerical, fiscal,
administrative, or other fields which will
improve individual and organizational
performance and assist in achieving the
agency's mission and performance goals.''
The term ``conference'' may also apply to
training activities that are considered to be
conferences under 5 CFR 410.404, which
states that ``agencies may sponsor an
employee's attendance at a conference as a
developmental assignment under section
4110 of title 5,
United States Code, when: (a) The announced
purpose of the conference is educational or
instructional; (b) More than half of the time is
scheduled for a planned, organized exchange
of information between presenters and
Department of Commerce | Travel Policy Handbook – October 2016 Page 107
Purpose
Code Purpose Identifier Definition
audience which meets the definition of
training in section 4101 of title 5, United
States Code;
(c) The content of the conference is germane
to improving individual and/or organizational
performance, and (d) Development benefits
will be derived through the employee's
attendance.''
Agencies have to distinguish between
conference and training attendance and use
the appropriate identifier (see Conference--
Other Than Training above). Examples: Job
required training, Internships,
Intergovernmental Personnel Act, and
forums.
6 Relocation Travel performed in connection with a
transfer from one official duty station to
another for employees/immediate family
members, as applicable. Examples:
Permanent change of station (PCS) moves for
domestic and international transferees/new
appointees, tour renewal, temporary change
of station (TCS), and last move home.
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Appendix K - Travel Website Links
A/OPC Listing
ATM Locator (MasterCard)
Centers for Disease Control (CDC) – Travelers’ Health
Civilian Board of Contract Appeals
Contractor Electronic Access System
Currency Converter
Department of State Travel, Passport, and International Travel
Department of State, Alerts and Warnings
DOC Travel Management Division
DOD Outside CONUS, Non-Foreign Overseas and Foreign Per Diem Rates
DTMO Rental Car Agreement
Federal Travel Regulation
Foreign Affairs Manual Volume 14
General Services Administration (GSA)
GSA City Pair Program (CPP)
GSA FedRooms
GSA Per Diem Rates (CONUS)
GSA SmartPay Program
GSA Travel Resources
GSA Tax Exempt States and Territories
Hotel-Motel Approved National Master List for Federal Travelers – U.S. Fire Administration
Joint Travel Regulations (JTR)
Travelers, Secure Flights, Transportation Security Administration
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Appendix L – Allowable, Limited, and Prohibited Travel Expenses
The Department Travel Card can only be used for official travel and allowable travel-related
expenses while in travel status away from the duty station. Expense TDY Local Travel
Allowable Limited Prohibited Allowable Limited Prohibited Comments/Limitations
Advertising X X Unauthorized
Aircraft (Hire or charted) X X Unauthorized
Airlines Tickets
X X
Official Government
transportation must be
charged to the CBA and
purchased through the
Travel Management
Center (TMC). Travel
and Transportation
tickets for contractors
are prohibited (with or
without use of the
charge card).
Ammunition X X Unauthorized
Ancillary Fees X X Unauthorized
ATM Cash Withdrawal
(including fees)
X X
Service and usage fees
associated with
allowable withdrawals
are reimbursable items
on travel vouchers.
Refer to section
4.5.3.1.2.1 of the Travel
Card Handbook.
ATM Fees X X
Service Fees associated
with personal card use
is not reimbursable.
Awards (including Non-
monetary, i.e., plaques) X X
Unauthorized
Baggage Fees
X X
Mandatory use (only
first checked bag fee
unless specifically
justified otherwise)
Books (Publications) X X Unauthorized
Business Cards X X Unauthorized
Car Rental
X X X
Mandatory use.
Limited to the size of
car authorized.
Compact is the
mandatory car size
authorized. If the
travel card is used to
rent a car for official
and personal use, the
personal portion should
not be charged to the
travel card.
Car Repairs X X Unauthorized
Department of Commerce | Travel Policy Handbook – October 2016 Page 112
Expense TDY Local Travel
Allowable Limited Prohibited Allowable Limited Prohibited Comments/Limitations
Car Washes X X Unauthorized
Chemicals X X Unauthorized
Clothing or Protective
Clothing X X
Unauthorized
Common Carrier
Transportation Tickets X X
Mandatory charge to
CBA.
Computer (Equipment,
Software, or Services) X X
Unauthorized
Conference or
Registration Fees X X
Refer to section 4.5.3.1
of the travel card
Handbook.
Dry cleaning and laundry X X
Refer to Travel Policy
Handbook for
limitation.
Emergency Purchases
X X
Limited to allowable
expenses that were not
authorized prior to
travel or needed during
a COOP emergency.
Entertainment X X Unauthorized
Expenses for other
travelers X X Unauthorized
Expenses related to
personal or family X X X
Unauthorized. Some
personal items may be
allowable, if expenses
are associated with PCS
travel.
Expenses related to U.S.
Military Guard or Reserve
Duty
X X
Unauthorized. Refer to
section 3.2 of the travel
card handbook.
Express Mail Services X X Unauthorized
Fines and Penalties X X Unauthorized
First Aid Kits X X Unauthorized
Gasoline (Private or GSA
vehicles) X X
Unauthorized.
Purchasing fuel for your
private vehicle and
Government vehicles
are not allowed.
Gasoline for Rental Car X X Mandatory use
Gifts X X Unauthorized
Higher Education X X Unauthorized
Insurance (i.e., rental car)
X X
Insurance for rental car
while traveling in a
foreign area is
authorized.
Leases
X X
Apartment leases for
employees on PCS or
long-term TDY is
permitted, but subject to
Department of Commerce | Travel Policy Handbook – October 2016 Page 113
Expense TDY Local Travel
Allowable Limited Prohibited Allowable Limited Prohibited Comments/Limitations
per diem limitations and
travel authorization.
Lodging X X
Mandatory use
Local Travel Expenses
X
Refer to section 4.5.3.1
of the travel card
handbook.
Maintenance (Cars) X X Unauthorized
Meals (including grocery
stores)
X X X
Operational use, but
encourage to increase
rebates. If you obtain
an advance to cover
your meals, than the
Travel Card should not
be used. If you are in a
PCS travel status, you
may be allowed to
purchase meals for your
family. You may not
use the travel to
purchase food for other
people or as a group
meal.
Meeting Rooms X X Unauthorized
Membership or
Consulting Fees X X
Unauthorized
Motor Oil X X Unauthorized
Official Duty Station
(within 50 miles) X
Unauthorized. Refer to
section 4.5.1 of the
travel card handbook.
Office-Related Supplies X X Unauthorized
Official Telephone Calls X Optional use.
Parking
X X X
Optional use. You may
use your travel card to
pay for parking at the
airport terminal or at the
TDY location. Use of
the travel card to pay
for local travel parking
is prohibited.
Parking Tickets X X Unauthorized
Personal items (i.e.,
airline tickets) X X
Unauthorized. Only
permitted M&IE
allowance can be
purchased using the
travel card.
Personal Expenses X
Ensure only allowable
expenses are proper,
Department of Commerce | Travel Policy Handbook – October 2016 Page 114
Expense TDY Local Travel
Allowable Limited Prohibited Allowable Limited Prohibited Comments/Limitations
authorized and
annotated on the TA
Photocopies/Printing
Services (Duplicating)
X X
Only
permitted
M&IE
allowance
can be
purchased
using the
travel
card.
Unauthorized.
Emergency printing
while in travel status is
permissible using the
purchase card, if you
have purchase card
authority and there is no
GPO facility available.
Check the OAM
Acquisition policy for
further information.
Postage X X Unauthorized
Premium Seat Upgrades X X Unauthorized
Reserves/Guard unit
members (training) X X
Unauthorized. Refer to
Subsection 3.12.4 of
travel card handbook.
Shipping X X Unauthorized
Signage X X Unauthorized
Surcharges
X X
This is an optional
charge by the merchant
and permitted by the
SmartPay contract.
Taxi and Shuttle Services X X Optional use
Telecommunications
X X
Unauthorized for
procuring cellular phone
services, calling cards,
or video services.
Telephone calls are
cited under official
telephone calls in this
appendix. Internet is
acceptable.
Tolls X X Optional Use
Training X X
Unauthorized. Training
should be procured with
the SF-182.
Vendor Acceptance
X X
Optional Use. Only if
the vendor does not
accept the travel card.
Department of Commerce | Travel Policy Handbook – October 2016 Page 115
Appendix M – Official Travel Reimbursable Expenses
This is a quick reference guide and does not cover all reimbursable or non-reimbursable
expenses. This Handbook, FTR or your local policy will provide a more detailed list.
Official Travel Reimbursable Expenses Type of Travel
TDY PCS
Baggage curbside (disability/special need only)
Baggage storage
Baggage transfer
Biometric fees
Birth Certificate
Carrier terminal fees
Transportation to and from terminal
Internet connections
Currency Conversion fees
Deposit when TDY is curtailed/canceled/interrupted
Disease prevention measures
Driver services
International Driver’s License and photos
Early checkout Penalty due to canceled/interrupted
Energy surcharge fees
Green card fees
Government conveyance costs
GTCC – Chip/Pin card issue fees
GTCC surcharge fees
Guide services
Insurance (Driving in a foreign country only)
Interpreter services
Legal service fees (Check w/OGC for all that may apply.)
Lodging (dual)
Lodging (daytime fees)
Lodging (mandatory fees)
Lodging (reimbursement while on leave, when receiving long
term TDY flat rate per diem
Lodging tax (CONUS and non-foreign OCONUS only)
Medical Evacuation Insurance (Medivac)
Paper ticket fees
Parking Fees (terminal)
Passport fees (employee and dependents)
Photograph fees for OCONUS travel (passport, visa, or green
card)
Physical Examination
Registration Fee
Department of Commerce | Travel Policy Handbook – October 2016 Page 116
Official Travel Reimbursable Expenses Type of Travel
TDY PCS
Rental Vehicle
Resort Fees
Room Rental
Special Conveyance
Storage of property used on official business
Tips, baggage handling (disability/special need only)
Transportation (to and from terminal)
Travel and transportation related expenses
Value added tax certificate
Visa Fees
Department of Commerce | Travel Policy Handbook – October 2016 Page 117
Appendix N – Common Carrier Exception Codes
Link to FAQs for Travel Exception Codes
First Class – Air Travel Exception Codes
F1 No coach-class accommodations are reasonably available.
F2 Use of first-class is necessary to accommodate a medical disability or other special need.
F3 Exceptional security circumstances require other than coach-class airline
accommodations: an agent on protective detail accompanying an individual authorized to
use first-class accommodations.
F4 Use of first-class is required because of agency mission, consistent with your agency's
internal procedures.
Business – Air Travel Exception Codes
B1 Use of business-class is necessary to accommodate a medical disability or other special
need.
B2 Exceptional security circumstances require other than coach-class airline
accommodations: an agent on protective detail accompanying an individual authorized to
use other than coach-class accommodations.
B3 Coach-class accommodations on an authorized/approved foreign air carrier do not provide
adequate sanitation or health standards.
B4 Regularly scheduled flights between origin/destination points (including connecting
points) provide only other than coach-class accommodations and you certify on your
voucher.
B5 Transportation costs are paid in full through agency acceptance of payment from a non-
Federal source.
B6 Origin and/or destination is OCONUS, and the scheduled flight time, including stopovers
and change of planes, is in excess of 14 hours.
B7 The use of business-class results in an overall cost saving to the Government by avoiding
additional subsistence costs, overtime, or lost productive time while awaiting coach-class
accommodations.
B8 No space is available in coach-class accommodations in time to accomplish the mission,
which is urgent and cannot be postponed.
B9 Business-class accommodations required because of agency mission, consistent with your
agency's internal procedures.
Other Than Coach-Class – Train Exception Codes
T1 No coach-class accommodations are reasonably available on a train that is scheduled to
leave within 24 hours of the traveler’s proposed departure time, or no coach-class
accommodations are scheduled to arrive within 24 hours of the traveler’s proposed arrival
time.
T2 Use of other than coach-class accommodations is necessary to accommodate a medical
disability or other special need.
T3 Exceptional security circumstances require other than coach-class airline
accommodations: an agent on protective detail accompanying an individual authorized to
use other than coach-class accommodations.
T4 Coach-class travel on an authorized/approved foreign rail carrier does not provide
adequate sanitation or health standards.
T5 When required because of agency mission, consistent with your agency's internal
procedures. Exceptions for “extra fare” train travel: [Note: extra-fare train service is
considered to be a class above the lowest class offered on any particular train and must be
authorized/approved as provided in (FTR §301-10.162).
T6 Your agency has determined that extra-fare travel is advantageous to the Government.
Department of Commerce | Travel Policy Handbook – October 2016 Page 118
T7 Your agency has determined that extra-fare travel is required for security reasons.
Other Than Lowest First-Class – Ship Exception Codes
S1 Lowest first class travel accommodations not available on the ship.
S2 Use of other than lowest first-class accommodations is necessary to accommodate a
medical disability or other special need.
S3 Exceptional security circumstances require other than coach-class airline
accommodations: an agent on protective detail accompanying an individual authorized to
use other than coach-class accommodations.
S4 Required because of agency mission, consistent with your agency's internal procedures.
Department of Commerce | Travel Policy Handbook – October 2016 Page 119
Appendix O – Travel Program Responsibilities By Topics
Approving Officials (AOs)/Supervisors/Designees
These individuals are appointed in writing and are responsible for ensuring travelers follow all
guidance and procedures for official travel. The AO is typically, but is not required to be, the
traveler’s supervisor. Their responsibilities are outlined in the following table:
Responsible Official Topic Responsibilities
Approving Supervisor
X X Training
Ensure travelers are provided training on
the use of the travel card and/or travel
policies, if required.
X X Travel
Authorizations
Ensure all official travel is approved by a
TA. Ensure only allowable expenses are
authorized. Ensure the proper delegation
is exercised, and supporting
documentation and justification are a part
of the TA.
X X Travel Vouchers Ensure travel vouchers are properly
submitted, review and approve.
X X Records Retention
Records retention requirements for travel
vouchers and supporting documentation
in accordance with General Records
Schedule 9, Travel and Transportation
Records, issued by the National Archives
and Records Administration (NARA).
For example, travel authorization,
original vouchers, and supporting
documents covering transportation and
per diem charges must be maintained for
six years after the voucher has been paid.
Use of scanned electronic images for
receipts meets the six years. NARA
General Record Schedule, GRS 1.1
Financial Management and Reporting
Records
Comply with retention guidance for IBA
and CBA accounts (Section 3.7).
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Appendix P – Responsibilities by Topics
Topics Actions Responsible
Official Form
Required
Acceptance of
payment from a non-
Federal source
Individuals
who have
been
delegated
authority to
approve.
CD-210
Actual Daily
Subsistence Expense
Authorizing officials should determine on a
case-by-case basis that suitable, less costly
accommodations are not available and that the
nature of the mission precludes travelers from
rescheduling the trip until such
accommodations are available. Suitable
accommodations are those that meet the
prevalent standards of comfort and physical
security expected by a prudent person. Ensure
that a copy of the written authorization is
attached to the travel voucher, along with
copies of other required documentation.
Individuals
who have
been
delegated
authority to
approve.
CD-29
Air Travel
Accommodations
Travelers should make a conscientious effort
to get air accommodations at minimum cost.
Travelers should make arrangements well in
advance of the travel, unless prevented by
circumstances beyond their control.
Approving/
Authorizing
Official
CD-29
Cancellations Travelers must cancel all reservations as soon
as they know that their travel plans has
changed. The traveler bears the full
responsibility of canceling reservations. If the
approving official determines that the traveler
could have canceled and avoided the charges,
he/she will be liable for any cost assessed as a
penalty or charge by a carrier/lodging facility
for failure to cancel a reservation.
Traveler or
Travel
Preparer
CD-29
Combining Personal
and Official Travel
Employees may combine personal and official
travel under certain situations. If a traveler is
combining personal travel with official travel
containing airfare and there is no change in the
mode of transportation, they should contact the
TMC for assistance. Reimbursement is limited
to the cost of travel by a direct route or on an
uninterrupted basis. The traveler is responsible
for any additional costs.
Traveler CD-29
Department of Commerce | Travel Policy Handbook – October 2016 Page 122
Topics Actions Responsible
Official Form
Required
Compensatory Time
Off for Travel
Each hour spent by an employee in travel
status away from the official duty station of the
employee, that is not otherwise compensable,
shall be treated as an hour of work or
employment for purposes of calculating
compensatory time off. If eligible for CTT,
the TA should be annotated with eligibility.
The HRO or WFMO should be consulted for
clarification or applicability.
Supervisors
AOs
Premium
Pay
CD-29
Cost Comparison When travelers choose to use a mode of
transportation that is different from the
authorized official travel mode, a cost
comparison worksheet must be completed.
The approving official will review the cost
comparison and give authorization based on
the review. The traveler will be reimbursed for
the lesser of the cost comparison or the actual
voucher amount once travel has been
completed.
Approving/
Authorizing
Official
Traveler
Appendix F
and/or
Appendix G
Disallowed Travel
Claim
AO may disallow a claim if the employee:
Does not properly itemize his/her
expenses;
Does not provide electronic copies of
required receipts or other documentation
to support the claim; or
Claims an expense which is not
authorized.
Traveler
Finance
Office
N/A
FedRoom Lodging
Program
FTR §301-50.8 requires Federal travelers to
give first consideration to lodging properties
that have been certified by the General
Services Administration (GSA) as participants
of the FedRooms program. These properties
will be listed under Government Preferred
Lodging.
Approving/
Authorizing
Official
CD-29
Government Aircraft Per FTR §301-10.260, an employee may use
Government aircraft for travel only if he/she
has authorization from an executive agency
under the rules specified in FTR.
DEPSEC
CFO/ASA
CD-29
Hours of Work for
Travel
The rules on travel hours of work depend on
whether an employee is covered by or exempt
from the Fair Labor Standards Act (FLSA).
For FLSA-exempt employees, the crediting of
travel time as hours of work is governed under
Approving/
Authorizing
Official
CD-29
Department of Commerce | Travel Policy Handbook – October 2016 Page 123
Topics Actions Responsible
Official Form
Required
title 5 rules-in particular, 5 U.S.C. 5542(b)(2)
and 5544(a)(3) and 5 CFR 550.112(g) and (j).
For FLSA-covered employees, travel time is
credited if it is qualifying hours of work under
either the title 5 rules or under OPM's FLSA
regulations-in particular, 5 CFR 551.401(h)
and 551.422.
Travel That is Hours
of Work Under Title 5
Under 5 U.S.C. 5542(b)(2) and 5 CFR
550.112(g), official travel away from an
employee's official duty station is hours of
work if the travel is-
within the days and hours of the
employee's regularly scheduled
administrative workweek, including
regularly scheduled overtime hours, or
outside the hours of the employee's
regularly scheduled administrative
workweek, is ordered or approved, and
meets one of the following four
conditions-
o involves the performance of
work while traveling (such as
driving a loaded truck);
o is incident to travel that
involves the performance of
work while traveling (such as
driving an empty truck back to
the point of origin);
o is carried out under arduous and
unusual conditions (e.g., travel
on rough terrain or under
extremely severe weather
conditions); or
o results from an event that could
not be scheduled or controlled
administratively by any
individual or agency in the
executive branch of
Government (such as training
scheduled solely by a private
firm or a job-related court
appearance required by a court
subpoena).
Approving/
Authorizing
Official
CD-29
Department of Commerce | Travel Policy Handbook – October 2016 Page 124
Topics Actions Responsible
Official Form
Required
International Travel
Expenses
Ensure that a copy of the written authorization
is attached to the travel voucher, along with
copies of other required documentation.
CFO/ASA,
COS, Heads,
Bureaus/
Operating
Units
according to
internal
delegations
CD-29
Interview Travel Expenses that may be approved are
transportation, per diem, miscellaneous, and
expenses of an individual with a disability or
special need when appropriate. The costs
should be charged to the office requesting
interview. Ensure that a copy of the written
authorization is attached to the travel voucher,
along with copies of other required
documentation.
Individuals
who have
been granted
authority to
approve.
CD-29
Invitational Travel Ensure that a copy of the written authorization
is attached to the travel voucher, along with
copies of other required documentation.
According to
internal
delegations
CD-29
Lapse in
Appropriations
During a lapse in appropriations, the Federal
Government may enact an Emergency
Furlough. During an Emergency Furlough, the
Office of Personnel Management (OPM) may
issue guidance related to travel for employees
impacted by an administrative furlough.
Guidance may be found on OPM’s website
under administrative furlough guidance.
According to
internal
delegations
CD-29
Official
Representation at
Funerals
The Secretary of Commerce may authorize
travel at Government expense when travel is
for official business essential to the purposes
of the Government and for accomplishment of
the agency's mission. Attendance at a funeral
is not normally considered official business for
which the Department pays an employee's
travel expenses. However, there are
circumstances where attendance by an official
Department representative may be considered
important to the mission. Expenses may be
authorized for travel within the United States
only. Ensure that a copy of the written
authorization is attached to the travel voucher,
along with copies of other required
documentation.
Secretary of
Commerce or
designee
Approval
Memo
Department of Commerce | Travel Policy Handbook – October 2016 Page 125
Topics Actions Responsible
Official Form
Required
Other Than Coach-
Class
First-Class
The use of first-class transportation is not to be
authorized unless:
No other coach-class or business-class
accommodations are reasonably
available;
There is a need to accommodate a
disability or other special need; a
disability must be substantiated in
writing by a competent medical
authority, and be current within one
year prior to travel (prior approval is
required for each occurrence); a special
need must be approved by the
employee’s approving official in
writing (see FTR §301-13.2);
Exceptional security circumstances
exist;
Mission essential;
Foreign coach-class for train
accommodations are inadequate;
Business-class is not available for ship
accommodations.
Approving/
Authorizing
Official
STO
CD-334
Other Than Coach-
Class
Business Class
The Department, in accordance with FTR §
301-10.123, may authorize business-class
accommodations only when:
Regularly scheduled flights between
origin/destination points (including
connecting points) provide only such
accommodations (employee must
certify such in the comments section of
the voucher);
No space is available in coach-class
accommodations in time to accomplish
the mission, which is urgent and cannot
be postponed;
There is a need to accommodate a
disability, which must be substantiated
with a competent medical authority’s
written statement and be current within
one year prior to travel or a special
need which must be approved by the
Approving/
Authorizing
Official
CD-334
Department of Commerce | Travel Policy Handbook – October 2016 Page 126
Topics Actions Responsible
Official Form
Required
employee’s manager in writing (see
FTR §301-13.2);
Security purposes or exceptional
circumstances make business-class
travel essential to the successful
performance of the agency’s mission;
Coach-class accommodations on an
authorized/approved foreign air carrier
do not provide adequate sanitation or
health standards;
The use results in an overall cost
savings to the Government by avoiding
additional subsistence costs, overtime,
or lost productive time while awaiting
coach-class accommodations;
Transportation costs are paid in full
through agency acceptance of payment
from a non-Federal source;
Origin and/or destination are OCONUS
(outside CONUS), and the scheduled
flight time, including stopovers and
change of planes, is in excess of 14
hours (in this instance you will not be
eligible for a rest stop en route or a rest
period upon arrival at your duty site);
or
Required because of agency mission.
Rail Travel The lowest class accommodation for the
Amtrak Acela Express is business-class. GSA
has deemed the Acela Express to be
advantageous to the Government. Therefore,
agencies are not required to report the use of
this method of business-class accommodations.
Approving officials may authorize the use of
coach accommodations on extra-fare trains, as
well as the use of the lowest accommodations
on the Acela Express using the CD-334. First-
class accommodations still require pre-authori-
zation from the appropriate approving official.
Approving/
Authorizing
Official
CD-334
Special Needs Travel The FTR allows Federal agencies to provide
reasonable accommodations to employees with
special physical needs by paying for additional
travel expenses incurred. The FTR requires
that a disability or special need be clearly
Approving/
Authorizing
Official
Travelers
CD-334
Department of Commerce | Travel Policy Handbook – October 2016 Page 127
Topics Actions Responsible
Official Form
Required
discernible or substantiated in writing by a
competent medical authority. An employee's
manager (special need) or RAC (disability)
may determine that the employee has a
disability or special need by observing that a
special physical need is obvious. If the
disability is not clearly discernible, the
employee must provide his/her RAC with
written substantiation of the disability or
special need by a competent medical authority.
The FTR defines a special need as physical
characteristics of a traveler not necessarily
defined under disability. Such physical
characteristics could include, but are not
limited to, the weight or height of the traveler.
The Rehabilitation Act of 1973, defines
disability as an individual having a physical or
mental impairment that substantially limits one
or more major life activities; or having a
record of such impairment or being regarded as
having such impairment.
Refer to FTR §301-13.2.
RAC
Travel Authorization The Department travelers are required to have
written or electronic authorization prior to
incurring any travel expense unless
impracticable or impossible to obtain prior to
travel. The Department will pay only those
expenses essential to the transaction of official
business, including:
Transportation expenses;
Per diem expenses;
Miscellaneous expenses; and
Travel expenses of an employee with
special needs.
Travelers are responsible for expenses over the
reimbursement limits.
Approving/
Authorizing
Official
Traveler
CD-29
ETA
Travel by ship Employees must use the lowest class of
reserved accommodations available, unless
specifically authorized in advance to use a
higher class of service in accordance with the
provisions of FTR 301-10, Subpart B.
Approving/
Authorizing
Official
CD-29
Department of Commerce | Travel Policy Handbook – October 2016 Page 128
Topics Actions Responsible
Official Form
Required
Travel expenses
related to attendance at
a conference
The TA must reflect the travel type code as
conference.
Approving/
Authorizing
Official
CD-29
Travel expenses
related to emergency
travel
The TA must be annotated as emergency
travel.
Approving/
Authorizing
Official
CD-29
Travel from a Non-
Federal Source
A special authorization is required prior to
travel. Non-Federal source funding includes
payments for travel, subsistence,
and/or related expenses by check or payments
in kind. Payments in-kind are the provisions
for meals, lodging, or transportation at no cost
to the traveler or to the Department. Non-
Federal source funding providers should not
make payments directly to the traveler. All
payments from a non-Federal source should be
made payable to the Department of
Commerce/U.S. Treasury. Travelers should
consult with the Office of the General Counsel
(OGC), Ethics Law and Programs Division,
prior to gift acceptance to verify that the
traveler may accept the gift.
Approving/
Authorizing
Official
Traveler
OGC
CD-29
CD-210
Travel Voucher The traveler must submit a travel voucher and
liquidate the entire outstanding advance within
five working days after completion of travel.
If the traveler is on continuous travel status, a
voucher should be submitted at the end of each
month or every 30 days.
Travel vouchers are reviewed appropriately
and timely by knowledgeable AOs
Approving/
Authorizing
Official
Travelers
CD-340
Unused Tickets Travelers should return fully or partially
unused tickets for common carrier
transportation to the TMC and get a refund
credit. The cost of any unused ticket should
not be on the voucher for reimbursement.
Approving/
Authorizing
Official
Travelers
Memo
Use of a foreign air
carrier
Ensure that a copy of the written authorization
is attached to the travel voucher, along with
copies of other required documentation.
Approving/
Authorizing
Official
FAA (49
U.S.C.
40118)
Justification
Refer to
3.3.2.
Department of Commerce | Travel Policy Handbook – October 2016 Page 129
Topics Actions Responsible
Official Form
Required
Use of a Government
Aircraft
The Senior Travel Official may authorize the
use of a Government aircraft for travel for
official purposes in accordance with 41 C.F.R.
§101-37. Ensure that a copy of the written
authorization is attached to the travel voucher,
along with copies of other required
documentation. Approval must be reported
during the data call for Senior Travel Officials.
STO Approving
Memo
Use of Non-Contract GSA requires Federal travelers on official
business to use City Pair Contract Carriers
unless a specific exception applies. It is a
violation of GSA’s contract with the City Pair
Contract Carrier not to use a City Pair Contract
Carrier because of personal preference,
frequent flyer clubs, etc. Refer to FTR §301-
10.107. The traveler, before purchasing a non-
contract fare, must know or reasonably
anticipate, based on his/her planned trip, that
he/she will use the ticket. Travelers are
required to provide the applicable justification
on the travel authorization and voucher when
selecting a non-contract fare.
Approving/
Authorizing
Official
Approving
Memo
CD-29
Use of a rental vehicle Compact Car must be authorized. Approving/
Authorizing
Official
CD-29
Voluntarily vacating
Airline Seats
Employees who voluntarily vacate their airline
seats may keep the payment only if the traveler
meets the following conditions:
If voluntarily vacating the seat will not
interfere with the employee performing
his/her official duties; and
If additional travel expenses, incurred
as a result of vacating the seat, are
borne by the employee and are not
reimbursed; but
If volunteering delays the employee’s
travel during duty hours, the
Department may charge you with
annual leave for the additional hours.
Traveler N/A
